Reporting to the Executive Director, the Executive assistant is responsible for providing high-level administrative support to the Executive Director and CMCP Board of Directors, and to focus on the effective and efficient day-today administration that supports the overall direction of the agency. Specific duties and responsibilities will also include, but are not limited to the following and may be subject to change:
Executive Office Coordination and Administration
- Perform effective, timely, professional and confidential administrative support for the Executive Director. The management team may require some assistance on occasion.
- Establish and maintain complete and up-to-date Executive Office files and records, tracking mechanisms and Policy and procedure manuals.
- Monitor and respond to correspondence and inquiries, providing support with the resolution and/or directing them to appropriate resources/personnel.
- Continually review and recommend ways to streamline administrative process, practice and structure in order to ensure fiscal savings and improve efficiencies for the Executive office and the agency.
- Track government funding proposal and reporting submission deadlines for the Management Team.
- Coordinate government funding proposals and reports with the Management Team, including compiling final submissions, and coordinating signatures.
- Carry out financial procedures including, payrolls and cheque requisitions for bookkeeper.
- Maintain accounting system organization and filing.
- In partnership with the Account/Bookkeeper, prepare documents for annual audit.
Support CMCP Board of Directors
- Perform effective, timely, professional and confidential administrative support for the Board of Directors.
- Ensure the accurate maintenance of the board and Board Sub-committee reference materials, minutes and manuals.
- Organize the logistics for Board and Board Sub-Committee meetings including preparation and distribution of agendas and information packages.
- Provide support for the coordination of the Annual General Meeting (AGM), including the creation of AGM packages and meeting logistics.
In addition to compliance with all organizational policies and procedures, the incumbent is also expected to work in a manner that aligns with CMCP values, demonstrate competence in effective communication and team building, demonstrate effectiveness in working in a collaborative environment, and demonstrate confidence in decision-making and in building relationships.
(include both technical skills and competencies)
- Minimum of four or more years of experience in an Executive Assistant or senior administrative role.
- Post-secondary diploma or degree in office administration or related field.
- Excellent interpersonal skills, tact and diplomacy.
- Able to exercise independent judgment and discretion in dealing with confidential matters.
- Strong communication skills, both written and verbal, and experience with business writing and/or taking of meeting minutes.
- Ability to work in a highly organized manner where detail, accuracy, urgency and confidentiality are critical.
- Self-directed with ability to manage time with overlapping priorities and multiple areas of responsibility.
- Highly advanced computer literacy (Word, Excel, and PowerPoint).
- Commitment to a professional work ethic, working cooperatively and collaboratively with internal and external stakeholders while demonstrating a strong customer service orientation.
- Ability to work calmly under pressure and meet deadlines while being flexible and adaptive to changing priorities.
- Demonstrated commitment to CMCP’s Mission, Vision and Values.
Application process: Please forward a current resume, with covering letter detailing how your qualifications match this opportunity, to firstname.lastname@example.org by Mar 29, 2019.
Please visit our website for more information: www.cmcp.ca
We thank all candidates for their interest in the work of CMCP; but only candidates selected for an interview are contacted. No telephone or walk-in inquires please. All participations are considered confidential.