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Executive Assistant to the CEO

Executive Assistant to the CEO

Contract
Toronto
Posted 4 weeks ago

Position: Executive Assistant to the CEO
Position Type: Full time, Contract
Compensation: $45-60K, commensurate with experience + benefits after probation.
Location: Toronto
Reporting to: Chief Executive Officer

About CSI:

The Centre for Social Innovation (CSI) is a nonprofit social enterprise with collaborative workspaces, communities and acceleration programs in Toronto and New York City. CSI supports over 1000 nonprofits and social mission organizations tackling a range of social, environmental and economic challenges. Our mission is to catalyze social innovation by amplifying the success of our members and fueling a movement for people and planet. CSI works closely with our affiliate organization, The Social Innovation Institute (SII), to make social innovation education, training and spaces inclusive and accessible.

Collaboration, entrepreneurship and systems change are embodied in everything we do. We have the passion and drive of a young tech start-up but remain rooted in the social movements of the 60’s and 70’s and bring the professionalism of the 21st century. We are wildly optimistic, committed to finding solutions that put people and planet first,  while being deeply pragmatic.

We are looking for someone who is recklessly committed to leveraging their enormous skills, smarts and emotional intelligence to having an impact – not just treating the symptoms, but rather getting at the root causes and actually shifting the game. We are looking for a super keen organizer and planner, a strong organizational thinker and someone with the passion and social acumen to support our entrepreneurial, ambitious and tireless CEO.

This is a rare kind of crew – practical, friendly and deeply ambitious. We are determined to change the world and we have a plan, but we need you to help make it happen! We are making social change and having fun doing it.

Purpose of this role:

The Executive Assistant to the CEO is responsible for performing a wide variety of administrative duties in support of the CEO. Responsibilities will include general administrative duties (arranging travel arrangements, processing invoices), to more complex functions, such as managing the CEO’s schedule, helping draft internal and external correspondence, minute-taking during confidential meetings and preparing sensitive correspondence.

The Executive Assistant is required to professionally interact with employees, management, members and the public.

As with all members of the CSI staff team, the Executive Assistant will be expected to:

  • Connect people and ideas
  • Brighten peoples’ days
  • Be at the heart of an incredible community
  • Build social networks
  • Create a culture of openness, sharing, and caring

 Concretely, the Executive Assistant will be responsible for:

Scheduling and Administration

  • Schedule, coordinate and maintain CEO’s calendar and work schedule
  • Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events.
  • Receive incoming mail; review, evaluate, and distribute correspondence requiring priority attention
  • Coordinate the logistical aspects of CEO meetings, seminars, workshops, special projects, and events
  • Manage & coordinate meeting activities and information, such as reports and contact lists
  • Coordinate office activities; troubleshoot or escalate basic office administration issues
  • Complete expense reports, pay invoices, and other monetary duties
  • Prepare travel schedules, book travel arrangements, and make reservations for CEO.

Relationship Management

  • Act as a liaison between the CEO that best coordinate the relationship with the board of directors (both CSI and SII), senior management, guests of the CEO and other relevant parties.

  • Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.

  • Shares information/ideas clearly and listens for understanding to promote productive work relationships.

Reporting and Documentation

  • Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.
  • Prepare draft reports, background documentation, and research.
  • Take and transcribe dictation notes.

Board Administration and Support

  • Coordinate Board of Directors’ meetings including scheduling, recording and distributing meeting minutes and supporting the preparation of Board packages for both the CSI and Charity Boards.
  • Maintain information dashboards for Boards, ensuring most up to date resources are available.

The ideal candidate will possess the following core competencies:

  • Planning, Organizing, Priority Setting
  • Problem Solving, Resourcefulness and Flexibility
  • Accountability and Dependability
  • Energy and Stress Management
  • Customer Focus
  • Ethics and Integrity
  • A passion to get the job done and a sense of humour!

Requirements

  • Bachelor’s Degree or College Diploma in applicable field such as Business Administration, Project Management, Corporate / Legal Secretary, or an acceptable combination of education and progressively responsible experience
  • Minimum 5 years of direct work experience in an executive assistant capacity
  • Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, reports, etc
  • Advanced proficiency in Google docs and superior typing skills
  • Able to write and format moderately complex correspondence, including minutes, memos, letters, etc.
  • Superior time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision
  • Professional, responsive, and positive work attitude is essential
  • Previous experience in handling confidential or sensitive information;
  • Able to maintain filing systems and basic databases
  • Meticulous records maintenance skills
  • Superior telephone manners and strong interpersonal skills
  • Strong verbal skills to communicate with all levels of the executive team
  • Strong customer service orientation
  • Experience with developing Board governance policies and procedures, recording and maintaining corporate records an asset.

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