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Executive Assistant

Company:
TURNING LEAF COMMUNITY SUPPORT SERVICES INC.
Location:
Winnipeg, Manitoba, Canada
Posted:
December 07, 2016
Description:

Executive Assistant

Turning Leaf is about unconditional acceptance and empowering change. We are a non-profit charitable organization dedicated to providing helpful services to those experiencing intellectual challenges and mental illness.

This is an exciting opportunity for someone to utilize their experience and skills to move the organization to the next level! Reporting to the CEO, the Executive Assistant manages the day-to-day operations of the Office of the CEO. In a highly-visible position, the Executive Assistant is the CEO's first representative to people inside and outside the organization.

Duties and Responsibilities

Having extensive knowledge of our structure, scope, values, aims and objectives, typical work activities shall include but are not limited to:

Screen and/or return telephone calls, inquiries and requests; handling them appropriately, including: arranging "callbacks", providing back-up materials for callbacks, routing calls to appropriate personnel or departments as needed, and conducting phone inquiries as needed

Receive and communicate the concerns or inquires directed to the CEO from staff, volunteers, other agencies, and participants to the appropriate departments

Respond to, or initiate letters, emails and faxes for proofing and signature or arrange essential mail in priority action order for CEO

Conduct background research and present findings into subjects the CEO is dealing with, resulting in documents, briefing papers, reports and presentations

Coordinate with appropriate staff to ensure the CEO is well-prepared for meetings, speaking engagements and other public appearances

Make necessary travel and accommodation arrangements, including: Prepare itinerary, trip file and supplies and complete expense reports after trip

Organize/maintain the CEO office, filing system-including contact lists

Organize and maintain the CEO calendar and appointments

Coordinate all aspects of teleconferences or meetings including; invitations, agendas, and facilities

Provide appropriate hospitality for those attending meetings with the CEO

Act as recording person to record and distribute action or decision minutes and ensure follow-up on behalf of the CEO

Prioritize and ensure action is taken on all items directed to the CEO

Lead facility tours when required

Represent the CEO at offsite meetings and functions as required

Liaison with community, non-profit, political and other leaders and other staff

Required Attributes

Bachelor's degree or college diploma in Business Administration or a related administrative services field

3 years of direct or related experience

Professional manner in conducting oneself

Skilled at prioritizing tasks and action items

Superior interpersonal skills

Comfortable interacting with staff at all levels

Works well pro-actively and independently

Ability to multi-task, and strong time management skills

Adapts to new processes, technology and unexpected projects/requests

Ability to handle confidential information and act with discretion in all matters

Responds positively to a flexible, fast-paced environment

Has a passion for people who are struggling with mental health and intellectual challenges

Proficient in Microsoft Office, including: Word, Excel, PowerPoint and Outlook

Excellent written and verbal communication skills and be able to adopt the CEO’s decision-making processes and writing style

Represent the organization’s culture in the community (i.e., media, associates, and neighborhood)

Some flexibility to work evening and weekends, as or if needed

Benefits

Competitive Salary in the non profit sector

Health benefits immediately

Enrollment in GRRSP (optional

EAP (Employee Assistance Program)

Cell phone allowance

3 week’s vacation

Job Type: Full-time

Required education:

Diploma/Certificate