[CLOSED:] Career Opportunity: Executive Assistant

Position Title

Executive Assistant

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Reporting to 

Chief Executive Officer

Position Summary

Reporting to the Chief Executive Officer, the Executive Assistant delivers administrative and strategic assistance to the CEO. This role encompasses executive services, office administration, project assistance, research support, and proficiency in project and document management.

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Position Type

This is a full-time position at 37.5 hours per week. This position is based out of our Northfield Drive office.

• Habitat utilizes a hybrid working model. Mondays and Fridays are work from home, unless work demands require otherwise, and in office Tuesday, Wednesday, and Thursday

• Some mornings, evenings and weekends will be required for meetings and events.

• Some travel off site, including visits to our construction sites, conferences, meetings, and presentations may be required.

Duties and Responsibilities

Executive Support Functions:

• Provide high-level administrative support to the Chief Executive Officer, assisting in managing schedules, emails, and communications.
• Generate correspondence, reports, forms, and various documents on behalf of the CEO.
• Manage and prioritize incoming correspondence, emails, and phone calls, responding as necessary.
• Support the CEO in maintaining relationships with key stakeholders, clients, and community partners.
• Assist in preparing, copying, and distributing agendas and minutes for BUILD NOW and other meetings as required
• Handle ad hoc tasks and projects as assigned by the CEO
• Collaborate with other departments and team members to facilitate effective communication and coordination.
• Attend Board meetings when required, taking minutes and ensuring accurate documentation.
• Coordinate and manage appointments, meetings, and travel arrangements for the CEO.
• Assist in preparing presentations, reports, and documents for the CEO as needed.
• Participate in the planning and execution of company projects, working alongside the CEO and leadership team.
• Conduct research on various topics as assigned, compiling information for decision-making and strategic purposes.
• Handle confidential and sensitive information with the utmost discretion and professionalism.
• Assist with budget preparation and expense tracking as required.
• Manage and prioritize incoming correspondence, emails, and phone calls, responding as necessary.
• Support the CEO in maintaining relationships with key stakeholders, clients, and community partners.

BUILD NOW Project Support:

• Support the CEO and the BULD NOW executive in planning and coordination of the BUILD NOW initiative through keeping track of deadlines, task distribution, action item follow up, committee coordination, and events calendar
• Attend meetings when required, taking minutes and ensuring accurate documentation.
• Support the project partners in maintaining relationships with key stakeholders, clients, and community partners.
• Handle confidential and sensitive information with the utmost discretion and professionalism.
• Support the strategic development and execution of the BUILD NOW project
• Support the process of budget preparation.
• Carry out additional associated responsibilities as necessary.

The list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem as necessary.

Qualifications

• Diploma or Degree in Business Administration, Management, or a related field (preferred but not mandatory).
• 3 to 5 years of relevant experience, preferably in a non-profit or public-sector environment.
• A high level of computer literacy and proficiency utilizing MS Office software applications, Google suite of applications, and familiarity with social media platforms.
• Demonstrated experience in organizing meetings, including preparation of agendas, minute-taking and post-meeting follow up with great attention to detail and accuracy.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Discretion and confidentiality in handling sensitive information.
• Detail-oriented with a high level of accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.
• Excellent interpersonal skills and a professional demeanor.
• Flexibility to adapt to changing priorities and tasks.
• Comfort with a high level of ambiguity

What We Offer

• A dedicated staff team, working towards the same goals.
• A competitive compensation package.
• A flexible schedule within our core business hours.
• A learning organization, with a focus on personal and professional development.
  
  HabitatWR is committed to being a leader in supporting and valuing the diversity of the people, organizations, and communities it serves. We thank all applicants for their interest; however only those selected for an interview will be contacted.

Other Requirements

• Provide proof of an acceptable Police Records Check
• Provide proof of a valid Ontario Driver’s License, adequate insurance and a clear driving record
• Access to reliable transportation

Risk Assessment

Medium level risks associated with this position include: exposure to the elements (with access to shelter), dealing with many volunteers at once, working on an active construction site, warehouse or kitchen with inherent safety risks, and working alone occasionally with access to personal information.