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AIP Connect

Posted 9 days ago

Open

Executive Assistant

TorontoOn-siteFull-time

AI Summary

Executive Assistant supports the Executive Director and Board, handles scheduling, meeting coordination, documentation, and liaison work to keep leadership aligned and operations smooth.

About this role

Open Vacancy: This role is a current, active position and we are accepting applications.
Our client is an incredible Toronto-based non-profit.

Moving to a new country is a massive leap of faith and our client ensures newcomers don't have to walk that path alone. They provide a vital safety net and launchpad for immigrants and refugees, offering everything from financial guidance and legal support to counseling and career training.

To keep this vital engine running, they need a master coordinator.

In this high-visibility role, you will partner directly with the Executive Director, the Board of Directors, and vital Agency Committees. You’ll manage the administrative pulse of the organization, ensuring leadership is aligned, organized, and equipped to drive systemic impact. If you are a proactive problem-solver who loves keeping executive teams sharp and successful, we want to talk to you.

Key Responsibilities:

  • Provides administrative support for the Executive Director including screening phone calls, scheduling meetings and appointments, participating in development of agendas for meetings.
  • Receives informal and formal complaints from external resources such as clients, government and other agencies and facilitates the process by referring the complaint as per Agency protocol.
  • Liaises and maintains ongoing communication with the Board President and other Board Members.
  • Compiles, updates, maintains, and distributes Board Meeting agendas and minutes; attends all Board meetings, and Board committee meetings as required.
  • Updates and maintains documentation such as Board of Directors Manual, etc.
  • Support to other Directors as required for higher level Agency projects and initiatives.
  • Agency wide support and coordination of internal and external events
  • Maintains mailing lists and efficient electronic filing system.
  • Perform other duties as assigned.

    • Requirements:

  • Post-Secondary degree/diploma in an Office Administration or a related field.
  • Minimum 5 years related experience in an office related setting.
  • Proficiency in Microsoft Office Package (Word, Excel, PowerPoint), knowledge of Access and database programs.
  • Participates in Agency events and on committees.
  • Excellent written verbal skills to liaise with a variety of contacts.
  • Work experience in a non-profit environment will be considered an asset.
  • Comprehension of French or another language will be considered an asset.
  • Fluency in languages that relate to the Agency client base will be considered an asset such as Ukrainian, Russian, Hebrew, Arabic, Tigrinya, Farsi, etc.

    • Skills

    Access And Database ProgramsAgenda/minutes PreparationBoard Meeting CoordinationCalendar ManagementDocument MaintenanceEmail/communication ManagementEvent CoordinationFile OrganizationMicrosoft Office (Word, Excel, PowerPoint)

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