Reports to: President and CEO
Purpose of Position
The Executive Assistant is accountable for providing senior-level administrative support to the President and CEO, and serves as the primary liaison for internal and external stakeholders on all matters pertaining to the office of the President and CEO. The role calls for a high degree of initiative and independent judgment in managing the President’s schedule and activities. The Executive Assistant deals with the Board of Directors, its committees, and the senior management team, typically on a confidential basis. The Executive Assistant uses discretion in the dissemination of information, organizes and coordinates executive outreach and external relations efforts, and manages special projects to successful completion, often under tight deadlines.
Professional support activities include, but are not limited to the following:
- Manages a complex calendar of appointments and detailed travel plans, ensuring effective prioritization of tasks and activities through timely coordination and collaboration with stakeholders;
- Acts as “gatekeeper” in planning and coordinating the President/CEO’s schedule, ensuring efficient utilization of the President/CEO’s time and aiming for win-win relationships with those seeking access to the President/CEO’s time and office;
- Communicates directly, or on behalf of the President/CEO, with Board members, donors, staff, volunteers, and government officials on matters related to the President/CEO’s initiatives, and to accomplish operational tasks; develops, leverages, and influences relationships to achieve outcomes and to improve relationships;
- Coordinates the flow of incoming and outgoing communications and responds to or redirects inquiries to the appropriate person or office;
- Develops communications, correspondence, and presentations, and completes them in a timely manner;
- Plans, schedules and manages logistics related to meetings/conferences, completes expense reports, and prepares and compiles meeting materials, ensuring completeness and accuracy;
- Researches, prioritizes, and follows up on issues and concerns addressed to the President/CEO and determines the appropriate response or course of action;
- Manages and maintains documents and records (electronic and physical files), ensuring data/documentation integrity and ease of reference and retrieval;
- Initiates and leads a variety of initiatives for the President/CEO that supports the cultivation of ongoing relationships and contributes to the overall success of the organization.
Board Support and Liaison
- Serves as the President and CEO's administrative liaison to the Crohn’s and Colitis Canada’s Board of Directors and Board committees: organizes the Board meetings, assists with the preparation of agendas and hand-outs, records minutes and provides onsite assistance;
- Assists Board members with travel arrangements, lodging, and meal planning, as needed;
- Maintains Board documents, and adheres to the bylaws on Board and Board committee matters.
Senior Management Liaison
- Schedules meetings and assists in coordinating the agenda of senior management team meetings;
- Works with the senior management team as their duties relate to the President/CEO, e.g. preparation of the Strategic Plan and Operating Plan documents, proofing documents, etc.
- College or university education in a related field, combined with increasingly responsible administrative support experience that includes 3 to 5 years supporting C-level executives in a fast-paced setting, preferably gained in a non-profit environment;
- Thrives in a small, entrepreneurial environment that is mission-driven, results-driven and community oriented;
- Strong planning and organizational skills and able to multi-task and accomplish well under pressure;
- Exceptional verbal and written communication skills, including strong Board minute-taking skills;
- A high level of integrity and discretion in handling confidential information;
- Well-developed interpersonal skills, with the ability to interact with people in a professional and courteous manner;
- Proactive approach to work, self-motivated and can work well independently and as part of a team;
- A positive, “can do” attitude with a good sense of humour;
- Strong proficiency in MS Office and a variety of online meeting and web conferencing software, e.g. GoToMeeting, Zoom, Skype;
- Facility in both English and French languages would be an asset.
Crohn’s and Colitis Canada offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted regarding a job opportunity, please advise if you require accommodation. Please note, only those selected for an interview will be contacted.
- Will work out of Crohn’s and Colitis Canada’s national office located in Toronto;
- Some weekend and evening work may be required.
Crohn’s and Colitis Canada provides a competitive salary and benefits program, as well as a rewarding work environment. Interested applicants are asked to submit their resume and cover letter, including salary expectations, to firstname.lastname@example.org by January 18, 2018. Please quote "Executive Asst" in the subject heading in your email reply
. We thank all applicants for their interest in a career at Crohn’s and Colitis Canada; however, only those selected for an interview will be contacted.