Executive Assistant

Contract @CEE Centre For Young Black Professionals in Charity
  • Post Date : May 10, 2022
  • Apply Before : May 31, 2022
  • Salary: $45,000.00 - $55,000.00 / Yearly
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Job Description

Title: Executive Assistant

Salary: $45,000 – $55,000

Six-month contract, renewable.

About CEE

The CEE Centre For Young Black Professionals is a charity dedicated to addressing economic and social barriers affecting black youth 14+. We offer programs to improve their careers, education, and empowerment (CEE) that are holistic, person-centered, and culturally relevant. Based in Toronto, we work to strengthen the social service sector in the city by providing capacity building training and a community of practice under CEE’s Black to the Future initiative.

Job Summary

As the Executive Assistant, you will be the point of access to the Executive Director. You will need to be one step ahead of where the Executive Director needs to be. You will manage the Executive Director’s calendar and travel, and take care of external meeting scheduling for members of the board/team who steward our major donors and partners—this means seamless and reliable scheduling, follow-up, preparation and logistics for meetings and calls with donors.

You will also support the Executive Director and the Management Team and partnering with all aspects of across the organization. This includes providing support to our Board of Directors and managing Board activities including quarterly meetings, dinners, travel bookings, committee support as well as supporting our annual general meeting (AGM).

Additionally, you will also be supporting database management, and ensuring teams have access to lists as needed. Your role will require fast thinking, problem-solving, establishing processes, positive energy, and a commitment to getting the job done well and on time.

Responsibilities:

Executive Assistant & Board Support:

  • Maximize the Executive Director’s time and priorities:
    • Manage Executive Director’s schedule to maximize time and ensure alignment with organizational priorities
    • Communicate meeting timing and requirements with internal and external stakeholders and prepare background material for meetings, as required
    • Travel booking and logistics for local and international events/meetings including flights, accommodation, arranging visas etc.
    • Manage Executive Director’s inbox to ensure that all emails are recorded correctly
    • Support Executive Director in replying to emails in a timely manner, coordinate with other teams on content
    • Identify emails that other teams need to be aware of and coordinate relevant follow up actions
  • Ensure that the Board of Directors are enabled to deliver great value to CEE
    • Oversee board meetings preparation process, including gathering documents, sending out reminders and starting initial draft documents
    • Ensure that Board meeting logistics are seamless, productive and that minutes are taken and shared promptly
    • Provide logistics and scheduling support to Committees and Working Groups of the Board (Includes Governance committee, Fundraising/Marketing & Programs Committee)
    • Work closely with the Board and Management Team to organize logistics and communications for the Annual General Meeting (AGM)
    • Assist with reporting obligations under the Canada Not-for-profit Corporations Act (NFP Act)
  • Other duties as assigned

Who You Are

 

The successful candidate will be an all-star: adaptive, fast-paced, incredibly organized and hardworking, and able to coordinate cross-organizationally to deliver on project objectives.

 

Professional qualifications:

 

Minimum qualifications:

  • 3+ years’ experience as an Executive Assistant supporting a Executive Director and/or senior leadership team, preferably in a non-profit/fundraising environment.
  • Excellent interpersonal skills—confidence in interacting with all kinds of people, including volunteers, grant makers and major donors.
  • Highly developed organizational and time management skills; demonstrated ability to manage competing priorities under pressure.
  • Good judgment and discretion in dealing with sensitive issues.
  • Excellent computer skills, including with cloud computing programs (i.e. Google applications, Word, Excel).
  • Experience using CRMs/Databases
  • Experience working with a Board of Directors and supporting board.

Preferred qualifications:

  • Ability to manage multiple priorities and coordinate between multiple teams;
  • Strong written and verbal communication skills;
  • Start-up or non-profit experience.

Personal qualities:

  • Rigorous attention to detail, with strong interpersonal skills;
  • Taking initiative and proactively seeking out creative solutions to challenges;
  • Responsive and flexible in managing a high paced, fast-changing environment, working well under pressure and prioritizing many ongoing projects;
  • Ability to communicate complex information simply, effectively and appropriately, to a wide range of people, both verbally and in writing;
  • Team player—will roll up your sleeves and do what it takes for the organization to succeed;
  • Extremely motivated and excited to take initiative.

To apply: 

Please follow the link below or simply click “Apply to this Job”:

https://secure.collage.co/jobs/ceetoronto/30743

We work remotely due to COVID-19 and office renovations.

We thank all applications for their interest; however only those selected for an interview will be contacted.

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