Executive Assistant to the CEO

Our client, an NGO that works in Youth Representation and Advocacy is looking for an Executive Assistant to the CEO to join their team. The Executive Assistant to the CEO will be responsible for providing comprehensive high-level confidential support to the Chief Executive Officer by providing a full secretarial and administrative service.

Key Tasks and Responsibilities

• Serve as a key liaison to the board of directors and has extensive interaction with other staff and community stakeholders.
• Anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
• Provide support and project management for a range of initiatives in which the CEO plays a lead role.
• Ensure that effective planning and administrative systems are in place and maintained efficiently and effectively.
• Act as a first point of contact dealing with correspondence and telephone inquiries.
• Manage the CEOs calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions regarding available time.
• Schedule internal and external meetings, coordinating all logistics and details, providing relevant preparation materials, and ensuring appropriate follow-up.
• Screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact for staff, board members, and external partners.
• Provide “gatekeeper” and “gateway” roles for direct access to the CEO’s time and office.
• Carry out researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO.
• Provide a bridge for smooth communication between the CEO’s office and internal departments.
• Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a “barometer,” having a sense of the issues taking place in the environment and keeping the CEO updated.
• Assist in coordinating the agenda of senior management team meetings and all staff meetings.
• Plan and organize travel and accommodation when required.
• Take minutes at meetings and distributing formal copies to the attendees afterward.
• Provide support to the board and several board committees. Schedule and arrange meetings, compile and distribute materials, attend meetings, prepare meeting minutes, and maintain corporate documents.
• Plan and oversee logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology. (Quarterly meetings are held around the state.
• Compose, edit, design, and format documents.
• Complete expense reports for reimbursement.
• Develop and manage the annual budgets for the CEOs office and the board of directors.
• Provide support and project management for a range of initiatives in which the CEO plays a lead role.
• Participate in other non-finance related work within the organization like monitoring of projects in districts, partner engagement meetings, campaigns/outreaches and events etc.
• Execute any other tasks assigned by the supervisor reasonably required to ensure the smooth running of the organization.

Desired Skills, Qualifications and Experience:

• Must have a Bachelor’s degree in Public Administration, Law, or Social Science (or relevant study).
• Must have a Grade 12 School Certificate with 5 credits including English and Mathematics.
• Must have high level of proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher, and SharePoint) and Adobe (Acrobat DC), and ability to quickly adapt to new technologies.
• Must be strong verbal and written communication skills and be proficient in spelling, punctuation, grammar, and other English language skills.
• Should have the ability to listen deeply and authentically.
• Should be committed to youth, women empowerment, social justice, and strong alignment with our organizational values.
• Should have 2 – 4 years’ experience in an administration / secretarial role(s).
• Should have ability to learn and anticipate the needs of executives and board members.
• Should have ability to take part in occasional meetings and events outside of core business hours.
• Should high degree of personal and professional integrity and the ability to work with confidential information.