Key Responsibilities
1. Manage the Executive Office:
• Update and maintain the CEO's personal calendars, corporate calendar, phone lists, organizational chart, and holiday schedules
• Read, organize, respond to (when appropriate) the CEO's mail and e-mail
• Type edit and prepare various presentations, reports and correspondence
• Act as first point of contact for callers and guests
• Proactively plan and schedule Board Meetings, Committee Meetings, Actions, Minutes and follow-up on any action items to ensure projects/tasks are completed on time. Assist in logistics coordination of training, orientation and employee on-boarding.
• Coordinate travel arrangements and travel schedules
• Draft letters and reports
• Maintain an effective filing system
• Prepare expense reports and cheque/payment requisition
2. Manage the office of the Director, Human Resources such as:
• Assist in recruitment of employment candidates including job postings, testing, scheduling, pre-screening and follow-up calls
• Prepare offer packages, process criminal reference checks and assist with orientation and on-boarding
• Maintain employee related information
3. Provide Senior Administrative Support:
• Communicate in person or by phone with a wide range of internal and external individuals, listening to issues, challenges and requests, working with others to resolve and respond
• Plan, arrange and attend internal and external meetings and take minutes/notes to be informed of issues/accomplishments and participate in creating solutions with internal and external groups
• Recommend delegation/response and provide information to appropriate parties and initiate change in response to correspondence/documents/articles
• Address issues and reply on CEO's / Director of HR's behalf when possible
• Source, research, screen, compile, cross-reference, monitor and report information as required using internal and external resources; create summary reports arising from research analysis
• Liaise and develop relationships with senior personnel in external agencies and industry associations on behalf of the CEO, e.g., Canadian International Development Agency (CIDA), Canadian Council of Christian Charities (CCCC), and the Canadian Council for International Cooperation (CCIC)
• Provide guidance to administrators in the Head Office and Country Offices.
4. Work on special projects/assignments, provide back-up support for other Assistants and perform other related duties as assigned.
Qualifications
- Relevant post-secondary degree
- Minimum 5 years' experience as an Executive Assistant to a Vice President, President or CEO
- Experience working with a Board of Directors - organize all logistics for board and committee meetings
- Strong organization and time management skills: excellent attention to detail; proactive in organizing own work, the work of the CEO, Board and office meetings
- Ability to work independently
- Computer skills - advanced MS Office (Word, Outlook, Excel, PowerPoint), Internet research skills; ability to set up PC based audio/visual systems; ability to learn customized software programs
- Excellent verbal and written English communications skills and interpersonal skills: experience in business writing, drafting correspondence, minute taking, reports
- Self-starter; results-driven with high energy, accustomed to working in a fast-paced, changing environment
- Demonstrated team-oriented, customer service behaviour and attitude
- Strong research and analytical skills
- Flexible to changing demands and priorities; a multi-tasker
- Sensitivity in handling/discerning confidential matters; demonstrated diplomacy and tact
- Valid driver's licence and use of a car
- Satisfactory current Canadian criminal record check required for successful candidates
- A demonstrated commitment to CCFC's Christian Vision, Mission and Values
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