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One Permanent Position Available - 35 hours per week 

Executive Assistant

Primary Function:

Under the Direction of the Executive Director, the Executive Assistant provides all administrative support for the Board of Directors, Executive Director and Senior Management Team in accordance with Wesway’s policies, procedures, applicable Ministry guidelines and legislation. The Executive Assistant ensures the smooth running of Wesway’s office operations by organizing, coordinating and maintaining the office operations and associated services, properties, equipment, supplies and supports.

Roles and Responsibilities:

Support to Senior Executives

  • Provide complete administrative support using a variety of software and office systems on behalf of:
    • the Board of Directors and subcommittees
    • Executive Director
    • Director and Managers
    • Internal working committees (Management, Staff, etc.)
  • Coordinate special events or meetings on behalf of the Board including all logistics of the meetings and events
  • Coordinate Wesway's Annual General Meeting under the direction of the Executive Director
  • Maintain and monitor daily calendar, appointments and travel for the Executive Director and Senior Management Team as required
  • Participate actively in the development, implementation, monitoring and coordination of Wesway’s fundraising strategies and efforts, and membership sales
  • Prepare reports (i.e. annual reports, monitoring reports, fundraising results) and project, track, record and report statistical data as required

Agency Responsibilities

  • Represent Administration in cross-agency communication and planning
  • Coordinate cross-agency flow of administrative information
  • Ensure good customer service in all aspects of administrative supports
  • Assist with the planning and implementation of special events

Administrative Supports

  • Ensure and coordinate complete general administrative support for all office staff
  • Ensure effective coverage for phone lines, reception, mail, etc. with a focus on good customer service
  • Ensure the development and distribute of information/promotional packages to staff, volunteers, families and other external groups and organizations when required
  • Ensure development and maintenance of an effective hard-copy filing system for all administration areas
  • Ensure the development and maintenance of the electronic filing system for the agency
  • Ensure maintenance and management of agency databases including corporate mailing lists and membership lists
  • Ensure the development of policies and procedures to ensure consistent and effective customer service delivery and administrative supports
  • Prepare various letters/correspondence

Supervision

  • Select, orientate, train, evaluate, supervise and discipline, up to and including termination (in consultation with Human Resources) assigned administrative staff and volunteers in compliance with applicable legislation and Wesway’s policies and procedures
  • Assign individual tasks and work assignments
  • Schedule days off, vacation, time away and coverage

Property, Facilities, Equipment, Supplies and IT Management

  • Maintain office efficiency by planning and implementing office and security systems, layouts, and office procurement
  • Liaise with office landlord; troubleshoot issues
  • Liaise and manage vendors, contractors and/or suppliers, including but not limited to: cleaners, maintenance personnel, IT, office security company, etc.
  • Maintain inventory and control office supplies. Anticipate office needs; evaluate new office products
  • Ensure effective operation of office equipment, order maintenance when necessary. Troubleshoot malfunctions of office equipment. Maintain equipment inventory
  • In conjunction with the agency computer services support provider, provides in-house troubleshooting and network support and ensure security of information by completing data base backups and appropriate storage
  • Provide software orientation and training to staff as required

Marketing

  • Assist with the planning, implementing and evaluating a variety of marketing, communications and public relations initiatives
  • Coordinate the development and maintenance of Wesway’s communication tools (e.g. print media, display units, radio, television, digital and web-based advertising)
  • Assist with the development of Wesway's promotional packages, brochures, documents and corporate communications as well as providing support to such committees/individuals
  • Research and implement new promotional opportunities as directed
  • Prepare news releases and coordinate media events, as directed
  • Coordinate the development work, and ongoing creative and information updates, for Wesway’s corporate website and social media

Finance

  • Project, report, monitor and expend office related budgets as assigned

Other

  • Assist in the onboarding process of new hires
  • Actively pursue relevant training opportunities related to professional learning needs as identified in the performance review process
  • Carry out other duties as assigned
  • Work occasional irregular hours as necessary

Qualifications:

  • Diploma in office administration and a minimum of 3 years of related administrative experience in an office environment (or an equivalent combination of education and experience)
  • Understanding of essential requirements for supporting an effective and efficient office environment
  • Previous experience in providing administrative support to a Board of Directors and Senior Management Team
  • Excellent interpersonal skills
  • Strong written and verbal communication skills, and the ability to communicate professionally with the public and the organization’s stakeholders
  • Strong organizational skills, self-motivation and the ability to work in a team environment
  • Ability to use tact, judgement and discretion when dealing with confidential matters
  • Ability to plan and organize work to meet schedules and timelines in an environment with constantly changing and/or multiple priorities
  • Attention to detail and problem-solving skills
  • Comprehensive knowledge of office practices, procedures and equipment
  • Advanced working knowledge of computer software, including Microsoft Office
  • Must work in compliance with the provisions of the Ontario Occupational Health and Safety Act and the Regulations pursuant to it

Interested individuals are invited to submit a resume and cover letter quoting competition number #2018-02 NU by Friday, February 23, 2018 to: Manager of Human Resources, awrigley@wesway.com.

In accordance with the Accessibility for Ontarians with a Disabilities Act, upon request, Wesway provides accommodations throughout the recruitment process upon request.

We thank you for your interest in Wesway. However, only those individuals selected for an interview will be contacted.

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