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Executive Assistant


Position: Executive Assistant
Reports to: CSFO/CICSO/ VP Finance
Department: Executive
Location: Toronto, Ontario
Status: 14 Month Contract

Purpose:

As a front line contact for the Chief Strategy & Finance Officer, Chief Information and Constituent Services Officer and Vice President, Finance, this role sets the standard for professionalism and quality in communications and administration which the office demands with both internal and external stakeholders.

Key Accountabilities:

General Support of Chief Strategy & Finance Officer, Chief Information and Constituent Services Officer and Vice President, Finance

  • Take initiative and anticipate impending demands
  • Manage the complexities of calendars by scheduling status and other meetings and adapting to the re-scheduling of meetings
  • Act as an intermediary by providing appropriate direction to requests while ensuring efficiencies in day-to-day schedules
  • Apply judgment in responding to requests
  • Scrutinize email to either action, raise items to their attention or otherwise escalate as appropriate
  • Monitor incoming email to eliminate redundancy and highlight top priority items
  • Exercise discretion and diplomacy
  • Complete travel arrangements and expense reports as required
  • Support Foundation needs or issues as required
  • Adapt to the workload of the office
  • Act as senior contact point for many external stakeholders

Committees and other Meetings

  • Coordinate and support as required in the development of schedules, agendas, and pre-reads for leadership Executive Leadership Team (ELT) Canadian Leadership Team (CLT), and CEO Forum meetings
  • Coordinate meeting logistics if/as required (e.g. catering, booking rooms, AV, travel) for Board, Committees, and other meetings
  • Liaise with external partners (investment managers, etc) prior to the aforementioned meetings by providing or acquiring their specific materials
  • Produce draft agendas, where required for the Chief Strategy & Finance Officer, Chief Information and Constituent Services Officer and Vice President, Finance

General Administration

  • Monitoring and ordering of supplies for Information Technology, Facilities, Operations and Finance departments
  • Scheduling travel arrangements on an as needed basis for employees
  • Act as a point person for reconciliation of the Corporate Credit Cards held by the aforementioned teams

Lateral Relationships:

  • Internal department relationships
  • Across Administrative Assistant team
  • With volunteers, clients and supporters (both externally and internally)

Key Challenges/Constraints:

  • Managing many priorities and urgent requirements simultaneously
  • Negotiating deliverables
  • Understanding/reconciling diverse needs and priorities in order to set appropriate priorities

Other Requirements:

  • Relevant education with a proven track record of success as an Executive Assistant
  • Discretion, demonstrated ability to deal with highly confidential and sensitive information
  • Sound judgment
  • Proven abilities in business writing
  • Computer literate with sound working knowledge of PC platforms (MS Word, Excel, PowerPoint, Internet, Outlook)
  • Demonstrated ability to prioritize workload and operate effectively with a high level of autonomy
  • High attention to detail and accuracy
  • Multi-tasking, planning and organizing skills
  • Initiative & self-starter
  • Strong interpersonal and communication skills
  • Team worker and independent worker

Applying

Please forward your resume to: resumes@hsf.on.ca

Please include the exact job title, including location, in the subject line of your email.

We thank all applicants for their interest in this position however we will only be contacting those selected for interviews.

Candidates from diverse groups are encouraged to apply. This job opportunity may remain posted until the position is filled.

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require an accommodation due to disability to participate in the recruitment and selection process, please advise us and we will work with you to meet your needs.