Assistant to Executive Director

Executive Assistant

Compensation: CAD $24 - $25/ Hour

Hours:

40 hours per week (On-site)

This position provides administrative and project management support services to the Executive Director and works closely with the Board of Directors in order to ensure efficient and effective operation of the Agency. A successful candidate must have a genuine appreciation for and understanding of protocol, discretion, and professionalism, be able to accept and assume responsibility, and maintain confidentiality, diplomacy, and tact at all times.

• Provide direct high-level administrative assistance to the Executive Director, senior management, and the Board of Directors as requested by the Executive Director
• Coordinate projects by managing timelines, organizing resource distribution and communicating updates to relevant stakeholders in an accurate and timely manner
• Work with the Executive Director to support the Tamir Board of Directors governance and meeting preparation and follow up
• Research, assemble and analyze data to prepare reports and documents
• Compose written materials including internal and external correspondence, content for newsletters, etc.
• Assist with grant applications that apply to the organization and follow up on KPI for the organizations in relation to the Strategic Plan of Tamir
• Assist in co-coordinating key events, such as the Annual General Meeting
• Collaborate in and provide support to the strategic planning process
• May be asked to participate in special projects as directed by the Executive Director

• Perform general administrative functions for the Agency, such as drafting of documents, minutes, correspondences, schedules, meetings, etc.
• Organize and maintain filing systems and file correspondence and other records, including incoming and outgoing correspondence with the MCCSS
• Respond to various inquiries in a timely and highly professional manner

• Respect and value a Jewish work environment.
• Work in a manner that preserves confidentiality.
• Respect and support the diversity of communities and individuals.
• Contribute to the organization’s activities to collect, analyze and report relevant information, and participate in research.
• Promote awareness of and participation in organization’s activities.
• Contribute to the organization’s work by participating in meetings.
• Contribute to the organization’s efforts to secure and maximize resources for current and new programs, services and activities.

This job description indicates the general nature and level of work expected. It is not an inclusive listing of all activities but is designed to be used in combination with agency and program goals and work plans. Staff may be asked to perform other duties as required. To ensure that Tamir is able to remain responsive to participants and program needs, job specifications may be changed or altered as required.

Staff may be required to perform any or all of the following duties in the course of their work and may be required to perform work that involves:

• A risk of exposure to communicable/contagious diseases
• Extended periods of sitting and computer work
• Frequent interruptions
• Tasks that require long periods of concentration
• Flexible hours with occasional evening and weekend hours

This position requires that the individual have a thorough knowledge and experience in administrative activities. Sound judgement and ability to work independently is necessary.

• Post‑secondary certificate/diploma in a business or administrative related field, or equivalent
• A minimum of 2+ years executive assistant or executive level experience, preferably in a non‑profit setting
• Advanced computer skills with proficiency in all Microsoft Office programs, Outlook, Wordpress, etc.
• Experience writing documents and letters to various stakeholders
• Exceptional organizational, interpersonal, and communication skills
• Ability to multi‑task, prioritize, and work well under pressure and time constraints
• High level of discretion, reasoning, and confidentiality
• Ability to demonstrate initiative, flexibility, and problem‑solving skills
• Ability to work independently and display strong time management skills

Responsibilities are carried out under the general direction of Tamir’s Executive Director. Judgement is exercised in being able to carry out the duties of an Assistant to the Executive Director with discretion, poise, and professionalism.

This position is directly accountable to the Executive Director regarding all responsibilities and duties, as assigned.