Executive Assistant to the CEO

Our client, a not for profit organization located in Toronto, has an immediate opening for an Executive Assistant to join their growing team. Reporting to the CEO, the Executive Assistant is responsible for providing administrative support to the CEO and Board of Directors. The position requires flexibility as the organization continues to grow.

Responsibilities

CEO Support

  • Supports the CEO in organizing meetings, agendas, schedules and coordination of participants and logistics. Sets up all virtual meetings
  • Coordinates the CEO’s speaking engagements, ensuring appropriate speaking notes and/or research are available
  • Coordinates all travel arrangements; prepares itineraries and manages the CEO’s expense report and budgeting
  • Assists in the preparation of presentations (e.g., research, PPT, data accuracy, etc.)
  • Assists in the preparation of funding applications and reports
  • Manage all forms of correspondence, including voicemail, email, and regular mail, as needed to ensure smooth flow of communication to and from the members of the Leadership Team
  • Receives, answers and follows-up on inquiries, redirecting as required
  • Research and/or collects information to assist in compiling reports or other documentation as required by the CEO or Board
  • Provides follow up and support towards completing deliverables and reports
  • Conveys instructions and/or advice on behalf of the CEO to the leadership team as required
  • Assists with special projects or events as assigned by the CEO

Office and HR Administration

  • Manage the day-to-day communications for the Executive Director and other members of the Leadership team as required
  • Facilitates onboarding for new employees including liaising and set up of all administrative supports (finance, IT, etc.)
  • Conducts first-day orientation; provides and gathers benefit forms and coordinates with Payroll
  • Provides information to HR on new hires
  • Participates in the Health & Safety Committee
  • Serves as the primary point of contact for IT support provider
  • Prepare for Board of Directors meetings by printing agendas, minutes, and other documents
  • Assist with donor communications, including appeal and thank you letters

Requirements

  • 5 + Years prior C-level executive support
  • Demonstrated experience coordinating high profile projects and shifting deadlines
  • Undergraduate degree or community college program in Administrative Studies
  • Superior organization and multi-tasking skills
  • Strong skills with Microsoft Office including Word, Excel and PowerPoint; as well as Adobe, Zoom and Google Business Suite
  • Not for profit experience
  • Ability to deal with sensitive and confidential information
  • Understanding of the grant application process
  • Understanding the workings of government at the federal and provincial levels
  • Motivated and comfortable working remotely as this position will be virtual
  • Ability to communicate in French a definite asset

Please note that this is a work-from-home position due to COVID-19 restrictions. The successful candidate will need to have their own computer with the ability to participate in video conferences.

Interested candidates should submit their résumé and salary expectations to jobs@brownconsulting.ca.  No phone calls or solicitation, please.  We thank all candidates who apply, however, only those chosen for an interview will be contacted.