Executive Assistant - Markham, Canada - 360°kids

360°kids

Verified Company

Markham, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The Executive Assistant is responsible for providing executive & support services to the Chief Executive Officer and the Chief Operating Officer as well as administrative support to the 360°kids Head Office.

Provides Executive Support:

Provides confidential senior level executive support services to the Executive Office (CEO and COO), and serves as a primary contact for the CEO and COO.
Provides support and acts as a resource to the Executive Office, and provides follow up to assignments given to management staff by the Executive Office.
Provides status reports on projects and other matters, tracks issues; prepares meeting packages and agenda, action lists and minutes.
Maintains master calendar of activities for the organization.
Researches, compiles, reviews, and summarizes data from reports and documents.
Prepares background information on partners, donors, contacts and funders.
Assists with all aspects of agency events and planning.
Maintains, types, updates and distributes agency office staff list, annual and strategic plans.
Provides Programs Administration support and provides reports and related information to the CEO and COO as required and in a timely manner.
Responsible for taking minutes for Senior Team and management meetings, coordinates and organizes large amounts of verbal and written information.

Recruitment, Selection, and Onboarding:

Assists the Board of Directors in the recruitment process for Board and Committee members
Arranges the onboarding of new Board and Committee members focusing on providing a positive and effective experience for each volunteer.

Board of Directors and Committee Support:

Notifies Chair and Board Members of Advisory Group meetings and relevant meetings and matters requiring their attention.
Organizes, arranges and attends Board, Committee & Management team meetings, including

- retreats, coordinating catering (if applicable) and other agency meetings, as required.

Schedules and coordinates meetings for management team including managing use of multiple meeting room spaces and equipment.
Responsible for taking minutes, coordinates and organizes large amounts of verbal and written information.
Organizes and plans the Annual General Meeting; including the design and photocopying of relevant materials; mail out to membership; and event logistics.

Office and Admin Support:

Answers telephones using a multiline system and directs calls to the appropriate contacts and/or services.
Greets the public coming into the office and directs them appropriately; provides general information in person or by phone.
Acts as the initial point of contact for 360°kids to the social service network, regulators, staff and to the general public and as such is responsible for providing good internal and external customer service.
Contact for the head office property management, vendors, contractors and service providers.
Manages office supplies, ensuring that supplies are maintained, and costs are controlled.
Oversees the maintenance of all office equipment including computers, printers, faxes, telephone systems, cell phones including ordering of equipment, service of equipment and inquiries regarding equipment.
Manages the Personal Protective Equipment inventory.
Manages the Central Calendar and meeting room booking support for Head Office
Assists with the oncall calendar updates for the organization (participating in the meetings, when needed)
Manages the virtual platforms for zoom, teleconference etc. Troubleshooting and answering questions regarding virtual platforms.
Coordinates the company vehicle including booking, maintenance schedule, liaising with dealer
Point person for the business card and uniform orders.

Support Staff and Volunteers:

Ensures a supportive work environment through open communication and acting as a liaison between front line staff, management and executive team.
Assists with coordinating staff events including holiday parties, recognition events, all staff meetings, Lunch n' Learns, etc.
Other duties as required.

QUALIFICATIONS OR SKILLS REQUIRED:

Completion of Post-Secondary education in Business Administration or a related field and/or equivalent combination of education and experience.
Certification as a Certified Human Resources Professional is an asset
A minimum of three years' experience in an Executive Assistant or Administration support position,
Current First Aid/CPR certification.
Current vulnerable sector screening (criminal background check).
Car and valid driver's license with a clean driver's abstract.
Strong office administration skills including accuracy, organization, ability to multi task, and computer knowledge.
Strong administration and leadership skills including motivation, delegation, coaching/mentoring, empowerment and demonstrated initiative.
Ability to make decisions and work independently, strong personal e