Executive Assistant

The Pod Group•Hamilton, ON

39d•$55,000 - $57,000

About The Position

Our client is a collaborative not-for-profit organization that is a leading provider in the developmental services sector, dedicated to helping individuals achieve their full potential, be included in the community and build great lives. The organization is looking for passionate people to join their vision and mission! Are you passionate about organizational success? The Pod Group is partnering with this amazing organization to place a resourceful, hands-on, and organized individual to fulfill the role of an Executive Assistant. WHY YOUR ROLE MATTERS🔍 As the Executive Assistant, you will provide high-level administrative, organizational and project coordination support to the Executive Director, acting as the main liaison between the Executive Director, Board of Directors, employees and stakeholders. This is a rewarding opportunity to be part of a dedicated team making a real difference in the community. If you are a compassionate, motivated, and organized professional looking for purpose-driven work, we want to hear from you. HOW YOU WILL MAKE AN IMPACT🎯 Executive Director Support Provide high-level support to the Executive Director by managing their calendar and inbox, coordinating meetings, appointments, itineraries and travel, and responding to routine correspondence. Prepare, proofread and compose a wide range of professional communications, reports, documentation and presentation materials. Plan and support organizational, management and project-team events and activities in collaboration with the Executive Director and senior leadership. Gather and prepare organizational data for presentation and submit statistical reports for internal organizational analysis as required. Integrate information and ensure accuracy and timely presentation of materials, including research projects, meeting minutes, new hire letters and documents for management. Process expense reports, including checking for accuracy and approvals. Communicate effectively with managers and departments, and prepare and compose professional correspondence. Maintain confidentiality and uphold professional standards and expectations in all tasks and communications. Board of Directors Support Serve as the primary administrative liaison between the organization, Executive Director and the Board of Directors for scheduling, information sharing, and follow-ups. Schedule, coordinate, and attend board meetings, including room/Teams setup, agenda creation, material distribution, and note-taking, while maintaining official board records and archives. Prepare and compile board materials in advance, including preparing reports/presentations for Board and committee meetings. Help onboard new board members and ensure compliance with organizational bylaws and governance best practices. Quality Ensure internal and external messages are crafted with a high standard of professionalism and aligned with the organization’s mission, vision and values. Set a neat, tidy, and thorough standard in the preparation of meetings, presentation of meeting rooms, and the level of service provided to stakeholders. Promote and demonstrate the Vision and Mission of the organization within the workplace and the broader community. Work in compliance with the Occupational Health and Safety Act and Regulations and the organization's Health and Safety Policy. Report all workplace hazards and support the organization to continuously improve the safety of the workplace. Other duties as assigned.

Requirements

Completion of post-secondary education in Office Administration or related field.
3 to 5 years of work experience as an Executive Assistant or Senior Administrative Assistant.
Able to attend and support the Executive Director at occasional meetings outside regular office hours.
Advanced working knowledge in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook, SharePoint, Excel).
Demonstrated excellence in effective communication and interpersonal skills, both written and verbal. Fluency in French is a definite asset.
Demonstrated ability to work independently and collaboratively with individuals and groups (internal and external to the organization) with understanding, confidentiality, sensitivity and tact.
Exceptional organizational, time management and problem-solving skills. Demonstrated ability to create efficient workflow, establish priorities and meet deadlines.
Comfortable working in a fast-paced environment, dealing with competing priorities and deadlines. Project management experience is an asset.
Highly proficient word processing, transcription, minute-taking and typing speed skills.
A valid driver’s licence and access to a reliable vehicle to facilitate travel to various sites.

Nice To Haves

Experience working in the non-profit sector, particularly supporting clients with disabilities is preferred.
Experience supporting a Board of Directors with an understanding of governance is preferred.

Responsibilities

Provide high-level support to the Executive Director by managing their calendar and inbox, coordinating meetings, appointments, itineraries and travel, and responding to routine correspondence.
Prepare, proofread and compose a wide range of professional communications, reports, documentation and presentation materials.
Plan and support organizational, management and project-team events and activities in collaboration with the Executive Director and senior leadership.
Gather and prepare organizational data for presentation and submit statistical reports for internal organizational analysis as required.
Integrate information and ensure accuracy and timely presentation of materials, including research projects, meeting minutes, new hire letters and documents for management.
Process expense reports, including checking for accuracy and approvals.
Communicate effectively with managers and departments, and prepare and compose professional correspondence.
Maintain confidentiality and uphold professional standards and expectations in all tasks and communications.
Serve as the primary administrative liaison between the organization, Executive Director and the Board of Directors for scheduling, information sharing, and follow-ups.
Schedule, coordinate, and attend board meetings, including room/Teams setup, agenda creation, material distribution, and note-taking, while maintaining official board records and archives.
Prepare and compile board materials in advance, including preparing reports/presentations for Board and committee meetings.
Help onboard new board members and ensure compliance with organizational bylaws and governance best practices.
Ensure internal and external messages are crafted with a high standard of professionalism and aligned with the organization’s mission, vision and values.
Set a neat, tidy, and thorough standard in the preparation of meetings, presentation of meeting rooms, and the level of service provided to stakeholders.
Promote and demonstrate the Vision and Mission of the organization within the workplace and the broader community.
Work in compliance with the Occupational Health and Safety Act and Regulations and the organization's Health and Safety Policy.
Report all workplace hazards and support the organization to continuously improve the safety of the workplace.
Other duties as assigned.