EXECUTIVE ASSISTANT (Full-Time Permanent)
The Loran Scholars Foundation is a national charity working in partnership with Canadian universities and hundreds of donors and volunteers across the country to offer Canada’s top undergraduate scholarship for character, service and leadership. We challenge Loran Scholars and alumni to be socially responsible, entrepreneurial and community-focused leaders of integrity who will positively impact society. Learn more at www.loranscholar.ca.
Who are you?
You are a self-motivated, team-oriented, highly organized and versatile individual. You enjoy maintaining an efficient working environment with your scheduling and organizational skills, focusing your attention to detail on the steps required to reach organizational goals, building relationships and working in a fast-paced, mission-driven environment.
What will you do?
As part of a small and dynamic team, your key role is to enhance the effectiveness of the CEO, work with our Director of Operations to facilitate office productivity. You will be responsible for managing all the activities of the CEO, including calendar scheduling, correspondence and travel, and will support the CEO’s fundraising activities with donor research and required stewardship. In this central role, you will have the opportunity to contribute to the success of the foundation’s mission through exposure to programs and marketing via the CEO’s work, and will learn about non-profit management, governance and major gift fundraising.
Reporting to the CEO, you will:
- Ensure CEO effectiveness, including:
- Manage and prioritize the activities and calendar of the CEO’s office, including internal/external meetings, optimizing travel itineraries and logistics.
- Coordinate and book off-site meetings and events.
- Conduct research and prepare briefing notes and other materials as required for meetings and events.
- Set up and maintain a streamlined and organized tracking and filing system for office information, including meeting notes, correspondence, reports and proposals.
- Draft and edit content, including correspondence, reports, proposals, etc.
- Maintain office productivity, including:
- Maintain office databases and records for fundraising and program management.
- Assist the Director of Operations with administrative tasks, such as:
o Maintaining office inventory, including supplies and equipment
o Troubleshooting for office equipment and technical issues
o Managing incoming mail and correspondence
o Supporting the bookkeeping team, including bank deposits, reconciling credit cards, and assisting with year-end audit preparation
- Contribute as required to the Foundation’s diverse operations and projects, including scholar selections and stewardship, marketing activities, annual retreat, thought-leadership and other duties as assigned.
- Support organizational governance, including:
- Support the operations of the board of directors and its committees, including planning and coordinating meetings, taking minutes and dissemination of briefing materials.
What do you need to succeed?
- Post-secondary diploma or degree.
- 2+ years of related experience supporting Executive level professionals.
- Excellent oral, written and interpersonal skills.
- Superior organizational skills with ability to perform multiple tasks in a demanding environment.
- Strong diplomatic and discretionary skills.
- Strong computer literacy, including experience with database reporting, mail-merge techniques and demonstrated skills with Office Suite (Excel, Word, Access, PowerPoint).
- Keen eye for detail.
- Ability to prioritize workload among multiple and concurrent projects and work independently as well as work as part of a team.
- Ability to be creative in recognizing improvement opportunities and adapting office systems.
What’s nice to have?
- Experience in working with volunteers.
- Fluency in French is an asset.
Why are you applying?
- You value the ability to make a positive difference in the lives of young Canadians and in the future of our country alongside a network of exceptional individuals across Canada and internationally who value character, service and leadership.
- You are eager to contribute in a dynamic, collaborative, progressive, and high-performing team.
Salary commensurate with experience; three-weeks paid vacation; a generous benefits package; plus, a two-week holiday office closure.
What are the next steps?
Interested applicants should apply with a résumé and cover letter by 9am on Friday, December 13, 2019.
The Loran Scholars Foundation is committed to diversity and inclusion in the workplace and welcomes applications from all qualified candidates; however, only those selected for an interview will be contacted. If you require accommodation in the interview process please communicate that if contacted.