Executive Assistant & Project Coordinator

• Provides confidential, senior-level executive support to the CEO and COO, serving as a trusted administrative partner and key point of coordination for requests.
• Directs and prioritizes complex scheduling for the CEO and COO, engaging with internal and external stakeholders, resolving conflicts, and anticipating priorities.
• Maintains the organization’s annual workplan, ensuring key deliverables are flagged and tracked to completion, driving organizational accountability.
• Monitors reporting timelines, ensuring timely and accurate submissions, particularly for Board, funders, and regulatory bodies.
• Attends and takes minutes for SLT, Management and broader Leadership team, tracking decisions, action items, and ensuring alignment with strategic goals and priorities, coordinating and organizing large amounts of verbal and written information, and ensuring continuity.
• Drives the creation and approval process for policies and procedures, including drafting and reviewing policies and procedures, maintaining a record of required revisions, ensuring policies follow the appropriate approval paths, and ensuring approved policies are communicated to staff.
• Facilitates communication between broader leadership team and SLT, ensuring relevant information is passed on in a timely manner, and meeting agendas are aligned with current priorities.
• Facilitates weekly planning meetings with the CEO and COO to align priorities and support efficiency.
• Supports CEO and COO with email monitoring using independent judgment to determine those requiring priority attention.
• Provides other administrative duties as required.
• Coordinates high-impact projects on behalf of CEO and COO. Supports strategic and operational initiatives from start to finish, liaising with stakeholders including staff, funders, partners and consultants to support organizational improvement and compliance.
• supporting. including funder audits, consultant engagements, and stakeholder partnerships, ensuring alignment with organizational priorities.
• Creates and maintains project documentation, including agendas, meeting packages, minutes, action logs, and visual dashboards.
• Facilitates effective stakeholder communication by providing regular updates throughout the project.
• Acts as a liaison to the Board of Directors, ensuring effective communication and high-quality governance support.
• Leads planning and execution of board events such as the Annual General Meeting, Board Retreat, orientation sessions, program site tours and meetings, including agenda development, stakeholder communications, and logistics.
• Assists the Board of Directors in recruiting Board and Committee members by posting opportunities, coordinating interviews, and ensuring the collection and proper filing of required personal information and signed agreements from successful candidates.
• Monitors the general info mailbox, directing inquiries to appropriate team members and maintaining up to date inquiry direction guide document.

• Completion of post-secondary education in Business Administration or a related field and/or equivalent combination of education and experience.
• A minimum of 1-3 years’ experience in an Executive Assistant, Administration support that includes project coordination.
• Project Management Certifications such as CAPM or PMP is an asset but not required.
• Current vulnerable sector screening (criminal background check).
• Strong office administration skills including accuracy, organization, ability to multitask, and computer knowledge.
• Strong project coordination skills, including the ability to develop plans, coordinate timelines and deliverables, monitor progress, and support successful completion projects.
• Strong administration and leadership skills including motivation, delegation, coaching/mentoring, empowerment and demonstrated initiative.
• Ability to make decisions and work independently, strong personal ethics, integrity, reliability, time management and organization skills.
• Excellent relationship building, communication and interpersonal skills. The ideal candidate will be able to work in a dynamic environment and organize time and workload effectively.
• Strong demonstrable oral and written communication with all levels of staff, the public and clients while maintaining objectivity.
• Ability to establish and maintain effective working relationships with clients, staff, employment partners, community agencies and the public with a working knowledge of York Region services

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