Permanent Full-Time (37.5 hours per week)
Salary Range: $39,000 – $40,000
Madison Community Services promotes the independence, health, recovery, and community integration of persons with mental health and/or addictions challenges through advocacy, education and a broad range of case management and housing support services
Madison is recruiting for the position of Permanent Full Time – Executive Assistant. The Executive Assistant (EA) contributes to Madison’s mission by supporting the Executive Director (ED) in his/her role by providing routine administrative support; support for ED approved special projects; carrying out Board liaison functions; and supporting other management team members and staff (as authorized by the ED). The primary role of the EA will be to maximize the effectiveness and capacity of the Executive Director in carrying out his/her role by providing very high quality administrative support and the development and maintenance of positive working relationships with internal and external stakeholders.
Supports to the ED:
The EA Provides administrative support to the ED, in areas including, but not necessarily limited to:
- Saving and printing emails/attachments and creating file folders as requested by the ED.
- Organizing and maintenance of the ED’s personal filing system and the centrally coordinated filing system for the organization (e.g., corporate contracts, MOUS etc.)
- Supporting daily activities of the Office of the Executive Director handling highly sensitive and confidential matters including preparation of reports, typing of correspondence and materials related to meetings (including agendas, minutes and presentations)
- Manages communication for the ED by routing correspondence and emails; drafting letters and documents and proofreading a variety of correspondence for and on behalf of the ED
- Coordination of the ED’s schedule of meetings, appointments, events and tasks
- Maintaining accurate and up to date records of administrative /internal policies and procedures and assisting the ED in coordinating regularly scheduled policy and By-Laws review processes.
- Preparation of presentations, publications, media releases, surveys and communiqués, as needed
- Supports ED in reviews of RFPs and in development of funding proposals
- Coordination of meetings, including Board, Board Committees, Management Team and Staff Business meetings, including preparation of meeting materials and handouts, ordering food/beverages, booking meeting space, etc.
- Generates accurate and timely minutes of such meetings and liaises with appropriate parties to remind them of action items stemming from such meetings
- Researching topics/gathering data and information for the ED, as may be requested
- Supporting the ED in the overall administration of the Client Education Bursary Program including the processing of applications and record keeping
- The successful execution of all obligations of the office of the Secretary to the Board of Directors (Board), which include:
- Maintaining a schedule of Board, Board Committee and Member meetings
- Issuing of notices of meetings and coordinating the preparation and distribution of meeting packages for such meetings
- Providing administrative support to and recording accurate minutes of all Board, Board Committee and Member meetings
- Maintaining up to date and appropriate corporate records including articles of incorporation, supplementary letters patent, trademarks, business name registrations, corporate seal, By-Laws, Board and Board Committee Meeting Minutes, Resolutions, Special Resolutions, etc.
- All contracts, MOUs, agreements, etc.
- A register of Directors, list of Members etc., per By-Law requirements
Supports to the Management Team:
On occasion, and as authorized by the ED, provide support to other members of the Management Team for tasks such as presentations, reports or proposal development.
Board Liaison Functions:
While the EA does not have a direct reporting relationship to the Board, he/she performs various Board liaison functions on behalf of the ED. These include:
- Managing Board meetings, including preparing agendas and board meeting document packages with ED, arranging meeting space, coordinating catering and A/V logistics; records board meeting discussions, takes minutes as appropriate
- Maintaining the official Board Meetings Minute Book as well as binders of E.D. Reports and Board Meeting Packages
- In cooperation with ED, supports Board participation and engagement; assists in organizing the recruitment of new members; ensures Board satisfaction with board support
- Organizes annual Board orientation, retreat and other activities as required
- Assists, as required, to support Board Committee activities
- Maintains discretion and confidentiality in relationships with all board members
Approved Special Projects:
The EA will be involved in providing direct administrative support to Approved Special Projects such as:
- Annual Reports
- Reports to Donors
- Fundraising – Researching new sources of funding; coordinating fundraising activities
- Annual Staff Appreciation Day
- Observes Madison’s rules and regulations, policies, procedures, practices and current legislation, in particular, the Human Rights Code.
- Complies with all Health and Safety policies and procedures to ensure every reasonable precaution is taken for the protection of workers and clients and that health and safety concerns or incidents are responded to promptly.
- Works cooperatively and constructively with employees and other stakeholders
- Ensures confidentiality of client, employee and Madison information is maintained at all times.
- Undertakes other related and/or delegated duties, as authorized by the ED.
QUALIFICATIONS AND SKILLS REQUIRED:
- Minimum 2-3 years of senior administrative experience, preferably in a health care and/or non-profit environment
- Excellent ability to communicate effectively both verbally and in writing with a high level of accuracy and attention to detail
- Ability to interact with and communicate with a wide variety of people with diverse backgrounds and a positive and engaging manner
- Advanced skills in Microsoft Office including Outlook, Excel, Word, PowerPoint
- Proven ability to coordinate schedules, prioritize multiple tasks, work effectively under stress, meet short deadlines
- Ability to handle a wide range of responsibilities with minimal supervision
- Strong research, proofreading and editing skills
- Sound judgment and good problem solving skills
- Ability to produce accurate work despite numerous interruptions
- Excellent critical thinking skills, ability to anticipate needs and offer solutions to problem
- Demonstrated project management skills to plan and carry out special projects and assignments
- Ability to handle sensitive and confidential information in a discreet and professional manner
- Experience writing reports and grant proposals
- Ability to work in a fast-paced environment with changing work priorities
- Strong communication and interpersonal skills; ability to foster and maintain positive working relationships
HOURS OF WORK AND WORKING CONDITIONS:
The majority of the working hours fall within regular business hours. Flexibility is required to attend evening, early morning and/or weekend meetings, as required. The position reports to the Executive Director, and the primary work location is 210 Dundas St. W, Toronto.
Madison is strongly committed to diversity within its community and especially welcomes applications from visible minority group members, including women, Aboriginal persons, persons with disabilities, members of sexual minority groups, and others who may contribute to the further diversification of ideas, representation and programming at Madison.
Please email resumes to firstname.lastname@example.org. There is a 4-week deadline and we would like to fill this position ASAP.