NATIONAL OCCUPATION CODE 12100
POSITION TYPE FULL-TIME (Mon Fri, 9 am to 5 pm) (Occasional Evenings / Weekends)
Job Summary : The role of an Executive Assistant (EA) is intended to bolster the effectiveness of the Executive Director (ED) by managing administrative tasks, facilitating communication, and acting as a strategic gatekeeper.
This position ensures the ED’s efforts are concentrated on critical leadership and organizational priorities, thereby contributing to the overall success and efficiency of the organization.
Key Responsibilities :
Administration :
- Optimize administrative procedures.
- Analyze documents and prepare executive summaries.
- Manage confidential records and files.
Meeting Coordination :
- Prepare for meetings, including scheduling and booking venues.
- Ensure the ED is prepared with necessary documents and agendas.
- Take and distribute meeting minutes, and follow up on action items.
Research and Documentation :
- Conduct research and compile data for the ED.
- Create detailed reports and presentations.
Stakeholder Engagement :
- Manage relations with internal teams, external partners, and key stakeholders.
- Ensure clear communication between all parties.
- Represent the ED in meetings and events as needed.
Schedule Management :
- Manage the ED’s calendar and prioritize engagements.
- Coordinate travel arrangements.
Front Desk Reception :
- Greet visitors and manage incoming calls and correspondence.
- Maintain a professional reception area.
- Assist with general office duties.
Qualifications :
- A bachelor’s degree or equivalent professional experience in fields such as Office Administration, Business Administration, Communication, Management, or Public Administration.
- Experience in an executive support role with strong organizational and time management skills.
- Proficiency in office software and digital tools.
- Alignment with NECRC’s mission and an understanding of the non-profit sector.
- Strong interpersonal skills and the ability to build relationships with diverse stakeholders.
- Problem-solving abilities and adaptability to changing priorities.
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