Executive Assistant

Villa Charities Inc is currently looking for an Executive Assistant. This role reports to the CEO

The Executive Assistant, Administrative Services will play a key role in advancing the organization’s strategic and operational plans by providing support to the CEO and the Executive Team; will collaborate and build strong relationships with both internal and external stakeholders including the Board of Directors; will work closely with all members of the Executive Team and report directly to the CEO.

Key Accountabilities & Responsibilities

Executive Office Administration

• Support the CEO and other members of the Executive Team in delivering on all aspects of the organization’s strategic and operational plans
• Support administrative tasks including scheduling & organizing meetings, managing calendars, and preparing correspondence, reports, and minutes as required for the Executive Team
• Provide strategic analyses support through data consolidation and analysis
• Build strong and positive working relationships with various stakeholders
• Develop a strong understanding of all aspects of the organization’s multiple operations
• Assist in leading and coordinating project plans and prepare and track status reports for the Executive Team as required
• Maintain professionalism, confidentiality, exercise discretion, diplomacy, and sound judgment when interfacing with stakeholders
• Provide leadership and direction to the reception administration team

Board of Directors and Board Committees Administration

• Act as Board liaison, and support the Villa Charities Board, Affiliate Boards, and Committees
• Manage all aspects of Board and Committee meetings, including developing monthly agendas with the CEO and Board Chairs, and creating Board meeting packages on the Board Portal
• Attend all Board and Committee meetings that take place during the day and evenings and take minutes of the meetings
• Ensure minutes from each Board and Committee meeting are prepared and distributed to all Directors, following review by the CEO and the respective Board and Committee Chairs and follow-up on action items
• Provide training and orientation for new Board and Committee members; support professional development training and Board retreats, and other Board-related activities
• Manage the election process and the Annual General Meetings for Villa Charitiesand the Affiliate Boards
• Manage the list of Board directors and Committee members, maintaining and updating Board members’ profiles and terms as required
• Manage the Board portal and ensure it is up to date with Board meeting minutes and orientation documents
• Ensure minutes books for all Boards are up to date
• Liaise with legal counsel on Board-related matters

Qualifications Required

• Completed a relevant Bachelor’s degree
• Excellent written and verbal communication skills and strong attention to detail
• Minimum 3 to 5 years of executive administrative experience including Board of Directors administration
• Highly organized and flexible with the ability to manage multiple priorities, tasks and relationships in a fast-paced professional environment
• Proven ability to deal with ambiguity and work in an environment of pressing deadlines and constantly changing priorities
• Excellent knowledge of general office procedures and practices and project management skills.
• Demonstrated ability to handle confidential material and information with discretion
• Proven decision-making, organizational and analytical and critical thinking skills
• Strong problem-solving skills with the ability to clearly define issues and develop or source appropriate solutions
• Strong skills in the Microsoft Office Suite required
• Previous experience supporting the delivery of strategic priorities is essential
• Self-motivated with proven ability to proactively organize, prioritize work and meet critical deadlines

Location

901 Lawrence Ave W, Toronto, ON M6A 1C3

About us

Salary : $65,000.00-$75,000.00 per year

Benefits :

• Company events
• Dental care
• Discounted or free food
• Employee assistance program
• Extended health care
• On-site gym
• Vision care
• Wellness program

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• North York, ON: reliably commute or plan to relocate before starting work (required)

Experience :

• Executive Assistant: 3 years (preferred)
• Board of Governance and Directors: 2 years (preferred)
• Non profit: 1 year (preferred)