Job description - Executive Assistant

JOB DESCRIPTION Job Title

Executive Assistant

Department

Office

Supervisor

Chief Executive Officer (CEO)

Deadline

January 19, 2014

Job Summary Reporting to the CEO, the Executive Assistant provides administrative support through providing a high level organizational skills and execution of tasks related to the CEO’s workload, the operation of HFHGV and the interaction between HFHGV and its Board of Directors. The Executive Assistant maintains highly detailed files and exercises a great deal of discretion and confidentiality.

Organizational Values • • • • •

Housing for All Human Dignity Partnership Faith in Action Diversity and Inclusiveness

Key Roles and Responsibilities

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Proactively creates and maintains effective workflow and communications to accomplish the work of the CEO and the HFHGV’s office which includes handling a variety of projects and tasks simultaneously.

Responds to phone, email and in person enquiries providing general information and referring enquiries to appropriate sources based on a general knowledge of HFHGV’s priorities, policies, procedures and personnel.

Provides support to the CEO and Board of Directors by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms, contacting participants, and extensive follow-up on items as needed up to and including drafting annual reporting documents.

Effectively manage board interactions and follow ups between organization and the CEO Take board meeting minutes and distribute accordingly.

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Maintains confidentiality, tact and respect at all times.

Prepares, gathers, and relays confidential information and material on a regular basis.

Ability to manage through complex issues using problem solving skills Comply with all policies and procedures These are representative duties and responsibilities which are not all encompassing and may change from time to time.

Qualifications Education and Experience • • •

Post-secondary education resulting in a Bachelor’s degree or equivalent combination of education and experience 3 to 5 years of previous experience in a senior administrative position Experience in the not-for profit industry is an asset

Knowledge, Skills and Abilities • Strong skills in all MS Office Suite such as Word, Excel, Power Point, etc.

• High level of detailed orientation • Proven ability to effectively prioritize work and work flow • Excellent interpersonal, written and oral communication skills • Ability to exercise good judgement and understanding and application of discretion • Strong sense of initiative and proactive approach • Ability to both self-start and take direction • Demonstrates a high standards of ethics related to HFHGV values and exercises confidentiality to handle sensitive information

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