Executive Assistant - Toronto, Canada - SAVE THE CHILDREN-CANADA

SAVE THE CHILDREN-CANADA

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Executive Assistant to Chief Development Officer

We are looking for a highly organized, flexible and experienced Executive Assistant with advanced skills in MS Office used to working on their own, taking initiative and managing multiple priorities.

The role works closely with the Chief Development Officer (CDO) to ensure their diary supports their strategic priorities.

Key responsibilities include complex schedule management to support effective use of the CDO's time, preparation of presentations, reports, briefing documents and ensuring the CDO is well prepared for meetings, in particular Senior Leadership Team meetings, monthly Global Fundraising Directors meetings, and quarterly Board and Board Committee meetings.

This role requires the ability to exercise tact, diplomacy, sensitivity, with excellent interpersonal and teamwork skills. The role also provides scheduling and administrative support to the Resource Development Senior Management Team (SMT).

YOUR IMPACT

Responsibilities include (but are not limited to):

Executive Liaison & Communications Support

Lead any preparation required for the CDO's meeting; including but not limited to coordinating briefing materials, preread, presentation creation and background documents
Prepare and coordinate CDO communications with internal and external stakeholders as requested including accurate and timely correspondence, memos, minutes, presentations, and reports
Compose moderately complex presentations, reports, letters, and memorandums by synthesizing information, researching background information, and gathering relevant data from appropriate sources and stakeholders

Logistics Coordination

Accurately maintain CDO and Resource Development Senior Management Team's calendars to coordinate meetings and logistics
Prepare information packages and itineraries for external visitors
Support meeting logistics for all Resource Development workshops & meetings (internal & external)
Liaise with and proactively support SCC employees and Resource Development SMT to ensure timely flow of materials that require CDO signature

Support for the Resource Development Senior Management Team

Introduce and maintain structure in Resource Development Team Meetings (fullteam and Senior Management team) meeting schedule, agendas, minutes and action logs
Working with the CDO & Resource Development SMT, inform and coordinate crossdepartmental processes as requested (ie Policy and Processes updates, Budgeting cycle planning, Annual Planning)
Support CDO & Resource Development SMT in preparing for quarterly Board Committee and Board Meetings
Provide other administrative assistance as requested

General Administration

Support department purchasing & procurement
Reconciling credit card statements and expenses in line with organizational policies and approved budgets
Manage third party services and vendors as required
Proactive document management (i.e Marketing and Communications drives)
Responsible for organization of departmental assets (SCC merchandise, materials for external events, etc.)
Other duties and special assignments as requested
Provide other administrative assistance as requested
Proactively identify and lead activities to support continuous process improvement of the department and functional areas led by the CDO

WHAT YOU OFFER

Qualifications & Competencies (include but are not limited to):

3-5 year progressive work experience in a similar role providing executive support for more than one senior leader and their teams simultaneously
Utilize business platforms with advanced proficiency (ex. Microsoft Office, Adobe Acrobat, virtual meeting platforms, project & knowledge management software) to produce high quality reports and presentations
High level of professionalism and business acumen to deal with confidential matters, displaying discretion, judgment and diplomacy; and demonstrate integrity in managing these responsibilities.
Excellent criticalthinking skills to assist in decisionmaking
Strong written communication skills to prepare executive correspondence and documents
Initiative, superior organizational and prioritization skills to manage multiple tasks and priorities to ensure seamless operations
Adaptable and flexible to work in fast paced environment and tight timeframes
Detailoriented to independently manage travel, logistics, and budget information with high degree of accuracy
Exceptional communication and interpersonal skills to develop strong working relationships across cultural and organizational boundaries with internal and external stakeholders
Shows initiative to proactively anticipate and address CDO needs
Able to navigate complex situations and challenges, they are confident in navigating ambiguity and problem solving.
Ability to transcribe notes, prepare correspondence/reports, presentations and research a variety of topics
Ability to work