Looking for an Executive Assistant to join our team

Executive Assistant

Position Summary

The primary responsibilities are providing support to the Chief Executive Officer and working on key initiatives that arise in the CEO's office. This person is also responsible for working directly with the CEO on all fund development matters, acting as the key support person for the Foundation's Board of Directors, managing board meetings, managing the CEO's schedule and partnership building efforts, and taking a lead role on special projects.

The successful candidate will be comfortable working in a dynamic environment and able and willing to provide assistance in a wide range of areas.

Primary Responsibilities:

CEO's Office
•Establish and maintain positive working relationships with volunteers, health leadership stakeholders, community leaders (major donors and prospects) and maintain a high level of tact and confidentiality in all matters;
•manage and prioritize multiple tasks while accommodating the priorities and deadlines of the organization and the CEO;
•maintain the calendar for scheduling key meetings and events to meet organizational deadlines and priorities;
•ensure the smooth running of the CEO's schedule, proactively respond to issues and either resolve them directly or refer them to appropriate parties;
•respond to routine inquiries and redirect correspondence for appropriate handling;
•accept and make calls on behalf of the CEO and receive visitors who have an appointment with the CEO;
•and receive feedback from stakeholders and donors, ensuring their satisfaction with the Foundation's services.

Corporate Administration
•In conjunction with the CEO and Board Chair, take overall responsibility for the planning and implementation of the quarterly Board meetings and annual AGM, including preparing and overseeing the various reports for the Board;
•take on the role of recording secretary at Board and Committee Meetings and manage all relevant follow-up to the meetings;
•manage all communications with members of the Board (including the organization of committee meetings and related activities);
•undertake general administrative duties, such as pick up and send mail, assist with filing, prepare cheques for mailing, compile receipts to support expense claims and Visa purchases, order office supplies, help maintain the office, and other general duties as required;
•scan newspapers and clip relevant articles;
•and assist with digitizing historical documents and maintaining archives.

External Relations and Fund Development
•Organize meetings and appointments with donors, staff, and stakeholders. Ensure that agendas and advance materials are circulated on time and make all the necessary arrangements for the meeting;
•manage the CEO's donor and prospect portfolio, tracking all moves and proactively bringing forward next steps through Raiser's Edge database ensuring that donor and other data is up-to-date and accurate at all times;
•manage the flow of information and communication between the CEO's office and all stakeholders as required  and disseminating information to staff, donors and stakeholders as required to ensure smooth operation of the Foundation;
•work in conjunction with the CEO on all matters relating to fundraising, partnership development, outreach and strategic planning;
•work with the CEO and the Foundation staff to plan and implement the Foundation's fundraising activities, events, and new initiatives;
•liaise with donors, government agencies, partners, and other parties;
•attend, volunteer at, and participate in Foundation events;
•assist with saving and updating records in Raiser's Edge;
•and assist with direct mail campaigns.

Education and Professional Experience Required

The ideal candidate has a combination of training and experience in areas relating to administration, fund development, grants administration, program development, and/or government relations. An undergraduate degree or equivalent from an accredited university is required. The candidate must have a working knowledge of appropriate software applications, including MS Office and Raiser's Edge, and excellent written and presentation skills.

Candidate Profile

The ideal candidate:
•is an open-minded, productive, results-oriented, team player;
•is highly inquisitive, curious, and skilled at creatively dealing with new challenges;
•is a collaborative and structured problem solver and storyteller;
•is able to manage multiple projects concurrently and, where necessary, independently;
•is flexible and optimistic.

 Please apply via email by submitting your cover letter and resume to Veronica Carroll, Chief Executive Officer at veronica.carroll@viha.ca by April 9, 2017.

Make a Difference Today

Your donation can make a difference to children with disabilities & health challenges.

Donate Now »