Executive Assistant

Summary  

Reporting to the Director of Operations and Administration, the Executive Assistant is responsible for carrying out core administrative duties and providing quality administrative services for the Executive Director, Director of Operations and Administration and the Manager of Administration. Technically and logistically proficient, the position supports administrative processes.  

Job Duties  

• Carries out core administrative duties for human resources, finances and related functions. 

• Organizes and maintains effective electronic and paper filing systems; archiving as needed.  

• Responsible for a range of finance-related administrative tasks, including processing of invoices, receivables and visa reconciliation. 

• Helps set up and track training for staff utilizing HRdownloads. 

• Support the management team in implementing communications infrastructure such as the organization website and social media. 

• Utilizes Outlook and other time saving technology tools to enhance efficiency. 

• Assists with the onboarding and offboarding of staff, students and volunteers.  

• Maintains confidentiality on all sensitive information using appropriate electronic applications and protocols.  
• Assists in the scheduling, organization and implementation of group meetings (i.e. the ED’s calendar, management meetings, staff meetings, annual bbq, board and committee meetings).
• Supports the Manager of Administration in the organization and maintenance of the HR files, including on Bamboo HR.

• Supports in other administrative tasks as required.  

Requirements  

• Post-Secondary Degree or Diploma in a related field  

• Demonstrated abilities to work as a team player  

• Demonstrated ability and interest in working with and for diverse populations  

• Ability to meet deadlines  

• Fully literate in Word, Excel, Outlook and Sharepoint.  

• Web-development and social media skills an asset  

• Outgoing, inclusive and welcoming in nature  

• Resourceful, motivated and energetic