Executive Assistant

Position: Executive Assistant to the Executive Director & Team Support Coordinator

Organization: Centre for Land Conservation

Location: Remote with hybrid opportunities, anywhere in Canada

JOB PROFILE

The Executive Assistant to the Executive Director and Team Support Coordinator plays a vital role in the day-to-day operations of the Centre for Land Conservation (CLC). This fast-paced role assumes leadership for day-to-day office management of CLC, with primary responsibility as the Executive Assistant to the Executive Director.

The Executive Assistant is the key administrator for the Centre for Land Conservation and right hand to the Executive Director (ED) ensuring that the Executive Director can function effectively by bringing a high level of professionalism, organization, attention to detail, anticipation of needs, and exceptional communication abilities to the role. The Executive Assistant provides confidential senior administrative support to the ED; arranges meetings anticipating needs and ensuring that the ED is well-prepared for meetings and events (e.g., briefing materials available in advance etc.).

The Executive Assistant acts as a liaison to staff and directors of the Centre for Land Conservation; answers or re-directs incoming correspondence; performs secretariat function for a variety of internal and external committees including preparing agendas, distributing materials and taking and drafting minutes; and works on a variety of other ED initiated projects as needed (e.g. strategic planning, fundraising).

Key Responsibilities

Executive support to the Executive Director

• Calendar management
• Communication with external stakeholders
• Coordinate travel arrangements for ED and team
• Collect and coordinate expenses and receipts
• Maintain up to date electronic files for the ED
• Support document formatting and development
• Coordinate internal and external meetings
  
  

Governance administration/coordination

• Coordinate scheduling of Centre for Land Conservation Board meetings and related committee meetings (electronic and in-person)
• Prepare, coordinate, collate and circulate governance meeting materials
• Attend Board and Committee meetings as to document outcomes and provide tech support.
• Track progress on action registries
  
  

Office Management/Ad Hoc Administrative Tasks

• Track all incoming mail/correspondence
• Maintain current office files (lease, routine bills, insurance, etc.)
• Oversee the operations of our CRM platform (HubSpot)
• Support employee onboarding (ordering technology, scheduling internal onboarding meetings)
• Respond to general inquiries via info@ account - or direct to appropriate contact within the organization
• Provide support for teamwide events, celebrations and supports implementation of teamwide training (group personal development)
• Complete annual filing via Corporations Canada
• Perform ad hoc admin duties such as setting up & renewing licenses for association (i.e. Microsoft 365, MS SharePoint, ADONIS, Kobo Toolbox, HubSpot, Asana)
• Undertake special assignments/projects as needed
• Track and maintain accurate records of all incoming donations, ensuring timely issuance of donation receipts in compliance with organizational and regulatory requirements.
  
  

Experience

• Considerable experience providing administrative support at the senior executive level, including complex calendar management and scheduling.
  
  

Key Skills And Competentices

• Experience in Microsoft 365
• Demonstrates initiative; self-motivated; reliable
• Flexible, agile, open to change
• Ability to prioritize tasks and work within deadlines
• Strong verbal and written communication skills
• Strong interpersonal skills
• Strong organizational skills and time management – excellent at multi-tasking, coordinating and prioritizing
• Demonstrates attention to detail
• Demonstrates good judgement
• Ability to leverage technology to engage with a national community
• Technically proficient (MS tools, MailChimp, SurveyMonkey, etc.)
• Able to manage web content through a standard website CMS
• Bilingualism (English/French), an asset
  
  

EDUCATION

• College diploma
• Project management experience an asset
  
  

SALARY RANGE: $50,000 - $60,000 per annum

LOCATION: Remote with hybrid opportunities

To Apply

Please submit your cover letter and resume as one document in PDF format by email to [email protected] with EXECUTIVE ASSISTANT TEAM SUPPORT in the subject line.

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