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
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
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
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