Executive Assistant

• Provide high-level support to the Executive Director by managing their calendar and inbox, coordinating meetings, appointments, itineraries and travel, and responding to routine correspondence.
• Prepare, proofread and compose a wide range of professional communications, reports, documentation and presentation materials.
• Plan and support organizational, management and project-team events and activities in collaboration with the Executive Director and senior leadership.
• Gather and prepare organizational data for presentation and submit statistical reports for internal organizational analysis as required.
• Integrate information and ensure accuracy and timely presentation of materials, including research projects, meeting minutes, new hire letters and documents for management.
• Process expense reports, including checking for accuracy and approvals.
• Communicate effectively with managers and departments, and prepare and compose professional correspondence.
• Maintain confidentiality and uphold professional standards and expectations in all tasks and communications.

• Serve as the primary administrative liaison between the organization, Executive Director and the Board of Directors for scheduling, information sharing, and follow-ups.
• Schedule, coordinate, and attend board meetings, including room/Teams setup, agenda creation, material distribution, and note-taking, while maintaining official board records and archives.
• Prepare and compile board materials in advance, including preparing reports/presentations for Board and committee meetings.
• Help onboard new board members and ensure compliance with organizational bylaws and governance best practices.

• Ensure internal and external messages are crafted with a high standard of professionalism and aligned with the organization’s mission, vision and values.
• Set a neat, tidy, and thorough standard in the preparation of meetings, presentation of meeting rooms, and the level of service provided to stakeholders.
• Promote and demonstrate the Vision and Mission of the organization within the workplace and the broader community.
• Work in compliance with the Occupational Health and Safety Act and Regulations and the organization's Health and Safety Policy.
• Report all workplace hazards and support the organization to continuously improve the safety of the workplace.
• Other duties as assigned.

• Completion of post-secondary education in Office Administration or related field.
• 3 to 5 years of work experience as an Executive Assistant or Senior Administrative Assistant.
• Experience working in the non-profit sector, particularly supporting clients with disabilities is preferred.
• Experience supporting a Board of Directors with an understanding of governance is preferred.
• Able to attend and support the Executive Director at occasional meetings outside regular office hours.
• Advanced working knowledge in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook, SharePoint, Excel).
• Demonstrated excellence in effective communication and interpersonal skills, both written and verbal. Fluency in French is a definite asset.
• Demonstrated ability to work independently and collaboratively with individuals and groups (internal and external to the organization) with understanding, confidentiality, sensitivity and tact.
• Exceptional organizational, time management and problem-solving skills. Demonstrated ability to create efficient workflow, establish priorities and meet deadlines.
• Comfortable working in a fast-paced environment, dealing with competing priorities and deadlines. Project management experience is an asset.
• Highly proficient word processing, transcription, minute-taking and typing speed skills.
• A valid driver’s licence and access to a reliable vehicle to facilitate travel to various sites.

The Pod Group