Executive Assistant
Position Title: Executive Assistant to the ED
Reporting to: Executive Director
Working Hours: 9am - 5pm, however flexibility may be required for evenings and weekends.
Position Type: Non Bargaining Position
About Newcomer Women’s Services Toronto (NEW)
The Newcomer Women’s Services Toronto (NEW) is an award winning not-for-profit charity organization that was founded by a group of Latin American refugees in 1983 with a vision of strong women building strong communities. A multi-service agency with operations in three Toronto locations serving 6000+ Immigrants and Refugees annually. The agency was awarded a Non-profit Employer of Choice Award in 2020! The Canadian Non-profit Employer of ChoiceTM Awards (NEOC) recognizes organizations across Canada that have committed themselves to better business management practices to achieve their mission. With almost 40 years of operations, NEW has been providing settlement, employment, youth programs and services, as well as English language training for newcomers and immigrants. NEW also delivers special programs focused on immigrant women empowerment, leadership and skills development, and mentorship and career advancement for immigrant and refugee women.
Position Summary:
NEW is seeking a dynamic and experienced individual to assume the role of Executive Assistant to the Executive Director (ED). In this position, you will plan and coordinate an active calendar of appointments and work closely with the ED to effectively manage and support internal and external confidential commitments, projects and relationships. Your role will extend to the efficient management of a broad range of administrative responsibilities and tasks including supporting confidential governance-related meetings and committees.
If you are an experienced Executive Assistant, who is highly organized and collaborative, possesses a strong sense of professionalism and respects and embraces diversity, we invite you to apply for this exciting opportunity to make a meaningful impact with our organization.
Primary responsibilities
The EA Provides administrative support to the ED, in areas including, but not necessarily limited to:
Supporting daily activities of the Office of the Executive Director handling highly sensitive and confidential matters including preparation of reports, typing of correspondence and materials related to meetings (including agendas, minutes and presentations)
Organizing and maintenance of the ED’s personal filing system and the centrally coordinated filing system for the organization (e.g., corporate contracts, MOUs etc.)
Manages communication for the ED by routing correspondence and emails; drafting letters and documents and proofreading a variety of correspondence for and on behalf of the ED.
Act as both a “gateway” and a “gatekeeper” in a positive and respectful way to coordinate appropriately timed direct access to the ED’s time and office.
Act with a high degree of political acuity and professionalism in an issues-management capacity and relationship-management role, possessing a real-time sense of active and ongoing issues, keeping the ED informed of new emerging issues and other matters that have been resolved.
Attend meetings and events on behalf of the Executive Director where appropriate.
Coordinate special projects including serving on ad hoc staff committees.
Manage and coordinate the Annual General Meeting event, track nominations and terms, manage memberships, arrange speakers, manage invitations and other event logistics.
Maintaining accurate and up to date records of administrative /internal policies and procedures and assisting the ED in coordinating By-Laws review processes.
Preparation of presentations, publications, media releases, surveys and communiqués, as needed Supports ED in reviews of RFPs and in development of funding proposals.
Saving and printing emails/attachments and creating file folders as requested by the ED.
Coordination of meetings, including Board, Board Committees, Management Team and Staff
Business meetings, including preparation of meeting materials and handouts, ordering food/beverages, booking meeting space, etc.
Generates accurate and timely minutes of such meetings and liaises with appropriate parties to remind them of action items stemming from such meetings
Researching topics/gathering data and information for the ED, as may be requested
Undertakes other related and/or delegated duties, as authorized by the ED.
Qualifications
Undergraduate degree in Business Administration, Communications or related field.
At least 3 years’ experience supporting senior level executives or administration, preferably non-profit environment.
Exceptional verbal and written English communication skills, with a high level of accuracy and attention to detail
Strong sense of professionalism, discretion and confidentiality in all matters.
Highly organized, and highly detail-oriented with strong project management and organization skills; ability to perform and prioritize multiple tasks seamlessly and autonomously, from concept to successful completion, and work in a fast-paced environment.
Proficiency with Microsoft Office applications, including superior skills in developing informative and visually appealing PowerPoint slide decks to facilitate decision-making.
Experience scheduling/running virtual meetings and breakout sessions (Zoom / Microsoft teams).
High degree of political acuity and experience working and building relationships with a wide range of clients, including executives, higher education administrators, government representatives, and stakeholders.
Strong problem-solving skills with the ability to proactively anticipate, manage and minimize potential problems.
Positive attitude and energy, integrity, and sense of humor.
To apply for this position, please submit a resume and cover letter to careers@newcomerwomen.org by 11:59 PM EST November 12, 2024 and quote “Executive Assistant” in the subject line.
Accommodations are available on request for candidates taking part in all aspects of the selection process. If you require accommodation, please let us know in advance and we will work with you to meet your needs.