Executive Assistant

Thunderbird Partnership Foundation - Bothwell, ON (30+ days ago)

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POSITION SUMMARY

The Executive Assistant is responsible for providing a high-level, confidential, and administrative support services to the Executive Director. This position requires that the incumbent will complete a variety of senior and executive tasks with knowledge of office protocols and demonstrates understanding of the TPF programs and procedures related to the efficient operation of the administrative office. The Executive Assistant will provide a variety of executive and confidential administrative services for the Executive Director. The Executive Assistant will be responsible for managing the Executive Director’s schedule, arranging travel, Liaise with Board Members on behalf of the Executive Director when needed, and other general administrative and clerical tasks. Much of the work will require the use of the computer office systems including communications and advanced word processing. Will also be responsible for ensuring continued effectiveness to stakeholders/clients and demonstrate interest and take initiative to set professional and personal development goals.

DUTIES AND RESPONSIBILITIES

Under the general supervision of the Executive Director and as part of the various workgroups and teams, the Executive Assistant performs the following essential services within the framework of the Thunderbird Partnership Foundation core policies, functions and for the provision of essential services to its clients:

Executive Administrative Services

  • Provides a variety of Executive and confidential administrative support services to the Executive Director, the Board, and Board Committees as necessary
  • Organizes and prepares documents that require the approval and signature of the Executive Director and the Board as needed
  • Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications
  • Coordinates Management team meetings as necessary including face-to-face or video conferencing
  • Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Coordinates bookings, meals, and required material and equipment for executive travel, conferences, meetings, board rooms and video conferencing equipment, special events, conference calls, etc.
  • Expense management- keep track of invoices and processing of expense claims and related record-keeping specifically for the Executive Director
  • Provide back up support for senior executives within TPF including representing the organization in meetings or gatherings
  • Provide general support including photocopying, booking meeting rooms
  • Assist in preparing reports, spreadsheets, and presentations, applying Word, Excel and PowerPoint
  • Develop program area budget to meet targets/operating margins as established with the Executive Director
  • Work with the office manager and the Executive Director to resolve budget issues and discrepancies
  • Demonstrated high degree of professionalism/proficiency in executive interactions

Board of Directors Support

  • Oversees arrangements for Board of Directors meeting including setting dates and times; booking facilities; arranging food and beverage service; processing honorariums; making travel arrangements and booking equipment
  • Coordinates emergency Board meetings as necessary including video conference or conference call meetings
  • Makes arrangements for conference call participation for board members as necessary
  • Makes arrangements for electronic voting of board motions as necessary
  • Ensures that accurate minutes of Board meetings are recorded and transcribed as part of the official decisions of the organization to form the ‘Minute Book’
  • Initiates and coordinates the preparation of board meeting kits and other relevant materials
  • Ensures the proper notification, general correspondence and materials are provided to the directors in a timely manner
  • Works with the Office Manager to follow up on action items from Board Meetings

Learning and Development

  • Develops and implements a personal and professional development plan targeted at core competencies in order to ensure continued growth and development
  • Participates in program/service evaluations and provides recommendations for improvement as requested
  • Facilitates organizational development initiatives and processes on a continuous basis
  • Participates in annual performance evaluation process

Perform other related job duties as assigned. Must be a Canadian resident

Job Types: Full-time, Permanent

Salary: $45,000.00 to $51,000.00 /year

Experience:

  • Microsoft Office: 3 years (Required)
  • executive assistant: 3 years (Preferred)

Location:

  • Bothwell, ON (Preferred)