Executive Assistant

Executive Assistant  for professional college, downtown Toronto.

Job Type: Contract.

Initial Term: ASAP for approximately 18 months.

Existing Vacancy:
Parental leave coverage.

Compensation:
From $40.67 to $43.80 per hour.

Regular

Work Hours:

7.5 hours per day with 1 hour lunch break, to be worked during regular business hours, Monday to Friday (37.5 work hours per week).

Work Location:

Hybrid, with approximately 1-2 days per week remote-based and 3-4 days onsite, according to client business requirements. Additional onsite work days may be required according to client business need.

Position

Reports To:

CEO and Registrar.

Responsibilities

Summary:

Provide high-level, confidential support to CEO and Registrar's office, enabling effective execution of regulatory, governance and organizational responsibilities. Will manage priorities, facilitate communications and ensure professionalism, discretion and efficiency across all areas of college operations.

Build and sustain trusted relationships with internal and external stakeholders.
Prepare, coordinate and distribute quality meeting materials, correspondence, reports, presentations and briefing documents.
Arrange internal and external meetings and special events, managing all logistical requirements including scheduling, facilities, catering, AV and virtual arrangements. Attend and minute meetings as required.
Coordinate closely with CEO to provide proactive calendar and time management. Resolve competing demands and coordinate meeting schedules, and providing briefings and information summaries on scheduled engagements.
Assist with Board meeting preparation. Maintain Board Effect administration platform and ensure Board members have timely access to governance materials. Provide new user orientation and basic troubleshooting.
Assist with special projects and strategic initiatives, including research, data gathering and preparation of initial drafts and policy documents.
Support management team with meeting coordination, tracking and following up on ongoing initiatives and action items, and additional team administrative support as required.
Monitor, review and process incoming invoices for payment approval. Manage membership, subscription and affiliation accounts.
Additional executive and administrative support services as required.

Qualifications:

Education:

Post-Secondary Diploma in business administration or equivalent combination of work experience and education.

Preferred

Work Experience:

At least 5+ years of progressive experience providing executive support to senior leadership.

Preferred Sector

Experience:

Regulatory or legal sector experience an asset.

Technical and Language Skills Requirements:

Advanced proficiency in MSOffice, including Word, Excel, Outlook, PowerPoint and Teams (will be tested).
Familiarity with PowerBI to produce reports and dashboards (may be tested).
Strong typing skills and excellent attention to detail (will be tested).
Proficiency with Board Effect or similar board administration portal.
Expert level English business writing skills, including excellent spelling, grammar, proofreading and syntax (will be tested).
Polished, professional English conversational skills suitable for a diverse range of audiences including senior leadership.

Task
-Based Qualifications and Additional Attributes:

Demonstrated record of professional conduct and character. Responsible, reliable and works to deadlines.
Superior attention to detail, and organized, methodical approach to completion of tasks.
Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement in the interpretation and application of instructions and organization policy.
Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
Experience managing budgets, invoices, procurement processes and service contracts.
Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders. Demonstrated ability to build trusted relationships.
Demonstrated ability to collaborate with diverse perspectives, interests, and identities to ensure voices are heard, valued, included, and respected.

Additional Requirements:

Must be available for online interview on Wednesday October 7, and onsite interview on Friday October 9.
Must be legally entitled to work in…