Executive Assistant

Executive Assistant and People Services (HR) Assistant - 12 Month ContractPOSITION SUMMARY : Reporting to the Executive Director the Executive Assistant and People Services (HR) Assistant (EA / PSA) provides senior administrative support to the Executive Director, the Board of Directors, Senior Leadership team, and the People Services (HR) Manager. This position is privy to confidential information.PRINCIPAL RESPONSIBILITIES AND DUTIES : Provide administrative support to Executive DirectorProvide senior-level administrative support to the Executive Director, including coordinating calendar management and meeting preparation; Compose and edit written materials and provide administrative / clerical tasks such as filtering mail, creating & maintaining filing system, faxing, copying, preparing meeting materials & packages, etc. and handling confidential materials as appropriate; Liaison between Staff, Board Members and with external clients in order to gather and integrate information; Obtain background / briefing materials for meetings; Coordinate, trackand ensure deadlines are respected.Provide administrative support to the Board of DirectorsProvide all administrative support to the WOCRC Board; Maintain and manage the DirectorPoint.Com Board management software and upload all meeting materials and Governance related information; Update the Board Orientation Manual yearly and other related Board materials, as needed; Ensure submissionof Government Services report (Notice of Change Form) each time there is a change on the Board of DirectorsCoordinate monthly Board meetings and committee meetings as scheduled, including preparing and sending the agenda and meeting package, catering, and room & IT set-up; Record minutes ateach Board / committee meeting, prepare final minutes and send to the members; Maintain Board meeting calendar and update the meeting materials binder and virtual shared site, as needed; Maintain current Board member contact information; Coordinate contact with prospective Board members as part of the nominations process; Coordinate the welcoming package and the Board orientation session for new Board Members; Coordinate and organize the logistics around Board events, such as the Annual General Meeting (including recording minutes), Board Retreat, Board Staff Breakfast and other Board activities; Track the Board Members volunteer hours on a monthly basis and quarterly reporting to the Volunteer Services CoordinatorProvide administrative support to Senior Leadership TeamProvide occasional support to the Senior Leadership Team as requested.Provide administrative support to the People Services (HR) Manager As directed by the People Services (HR) Manager : Maintain Organizational ChartPosts job advertisements : in ADP, on website, charityvillage.Com, other identified sites and notifies corporate services for posting on social mediaOrganizes and manages [email protected] email accountCollects and manages Documents from New staff for onboardingWorks with the PSM to ensure compliance of current HR files, annual HR File audit and archiving of filesKeeps abreast of software functions and proposes ways to utilize functions for the best overall support of the HR databasesAssists with the upload of data to databases and ensures compliance tracking within the databasesResponsible for Policy Manual Updates Perform other related duties as assignedQUALIFICATIONS : Education and ExperienceAdvanced level of administration or Executive Assistant experience; Post-Secondary education in Office Administration or a related program or an equivalent combination of experience and education is requiredHuman Resources education or experience is an assetExperience working in a not-for-profit, community-based health or social service agency; Experience in establishing administrative systems.Language RequirementsAbility to communicate fluently in English, spoken and written is essential.Ability to communicate in French preferredComputer CompetenciesMicrosoft Office : MS Word – Intermediate to AdvancedMS PowerPoint – Intermediate to AdvancedMS Outlook - IntermediateMS Excel – Intermediate to AdvancedInternet and website – IntermediateBoardable, Directorpoint or other Board Portal SoftwareOther required skillsStrong interpersonal, problem-solving and organizational skillsAbility to multitask and prioritize around tight deadlinesStrong communication skills, both written and verbal in English and FrenchEditing and proofreading skills in English and FrenchAvailable to work flexible hours (i.E. monthly Board meetings and Board Committee meetings)Ability to work within a team setting Ability to work with a wide variety of individuals Ability to work with volunteersKnowledge of social services / non-profit sector