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Executive Assistant to the President & CEO

Executive Assistant to the President & CEO

Company: Yonge Street Mission
Contact Person: Melody Hung
Location/Address:
306 Gerrard St. E.
Toronto, Ontario , M5A 2G7
Phone: 4169299614
Website: http://www.ysm.ca  

Position Description

Yonge Street Mission (YSM) is the vibrant, local Christian development agency that is leading an infectious movement - going beyond meeting immediate needs by offering holistic programs and a pathway that can  transform the lives of people living with poverty in Toronto from merely surviving to thriving.

Position Purpose:

To assist the President & CEO by facilitating the efficient and effective functioning of the Executive Office; To coordinate administrative support for the Board of Directors; To provide administrative support to enterprise wide program/projects; to interface with major donors; To facilitate the communication of important information to the  community; To contribute to the Mission’s overall Ministry, Ends, Objectives and strategic execution

Responsibilities:

Enable the CEO to shape and implement YSM’s vision and strategy

  • Manage an extremely active calendar of appointments and extensive rescheduling while keeping CEO informed as needed.
  • Anticipate travel needs of CEO and independently coordinate travel arrangements, based on understanding of CEO’s availability and obligations. Support with travel documentation and procedures (itineraries, visa/passport procedures). Also booking car rentals or the use of YSM vehicles and working with staff to ensure this is done smoothly without interrupting plans of any department. 
  • Plan, coordinate and ensure the CEO’s schedule is followed and that the CEO is adequately prepared for meetings. 
  • Optimize meeting efficiency, ensure logistics, pre-read and follow-up items for every meeting are expedited and actioned in accordance with deadlines and that suitable preparation time is allocated.
  • Serve as the liaison to all parties placing demands on CEO’s schedule
  • Reply to phone calls and emails with promptness and accuracy.
  • Compose confidential correspondence, reports, and other documents
  • Communicate directly, and on behalf of the CEO, with Board members, donors, external stakeholders, and others on matters related to CEO’s initiatives
  • Optimize information flow, research, prioritize, and follow-up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response.
  • Maintain accurate, organized files and databases (contact information, corporation membership, speaking engagements). Review and sort CEO’s electronic mail, identify action required and take action where appropriate
  • Compile process and analyze data based on research objectives and prepare materials for CEO presentations (proofread, edit, format).
  • Complete monthly expense reports, monitor budget, reconcile VISA and petty cash.

Enable the Board of Directors, Senior Management & Philanthropy to contribute to the Mission’s overall ministry goals and objectives

  • Serve as the CEO’s administrative liaison to YSM’s board of directors.
  • Maintain discretion and confidentiality in relationships and communications with all  board members.
  • Work closely with the President, Board and Committees; finalize draft Agenda and prepare material for distribution prior to meetings; when invited, attend all Board/Standing Committee meetings and draft meeting minutes following full board sessions
  • Coordinate and execute logistics for Board, Annual General and special meetings Spring Retreat,); including meeting invitations and responses, venue reservations, setup, meals and/or refreshments. 
  • Facilitate cross-divisional coordination of communications. Partnerships, and Donor/Stakeholder relations 
  • Assist in coordinating the agendas for Senior Leadership Team and Ministry Leadership Team meetings off-sites, and all staff meetings
  • Administer the business operations annual calendar
  • Follow-up on contacts made by the CEO and work closely alongside Philanthropy staff to support the cultivation and stewardship of donor relationships. 
  • Record donor related interactions in Raiser’s Edge and work with Philanthropy to secure donor related information in preparation for meetings
  • Create gift acknowledgement letters and other correspondence from the CEO to donors

CEO special projects & enterprise wide projects

  • Conduct research, and find resources to help CEO with strategic direction, and planning of future expansions and growth for YSM
  • Effective prioritization and allocation of time, responsibilities and initiatives for all  projects.
  • Manage budgets of selected special initiatives that require funding for their implementation.
  • Demonstrate capacity to work with multiple committees
  • Help develop and assess the effectiveness of projects and events to inform sustainability, and to supply revisions to improve impact of all future projects/events.
  • Leveraging technology, assist with enterprise wide project management excellence and consistency of project delivery based on standards
  • Assist with training project leaders on standards and project platform(s)
  • Involvement with project plan population, planning and monitoring through to conclusion Qualifications:

Qualifications:

Education:

  • Bachelor’s Degree Required
  • Microsoft Office Specialist (MOS) is an asset
  • Certified Associate in Project Management (CAPM) is an asset

Qualifications (professional, ministry, and managerial):

  • The Incumbent must demonstrate Christian faith in practice to the organization, and to the communities we serve.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Strong interpersonal skills with the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Excellent written and verbal communication skills.
  • Demonstrate proactive approaches to problem-solving with strong decision-making capability.
  • Emotional maturity, highly resourceful and trusted team-player, with the ability to also be extremely effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
  • Self-directed with a proven ability to work well under pressure, competing priorities and with tight deadlines.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Experience (type and number of years):

  • Five to Ten years of experience supporting C-Level Executives, preferably in a non – profit Christian Ministry Organization
  • Experience and interest in internal and external communications, partnership development, and fundraising
  • Strong proficiency in MS Office (Word, Excel, PowerPoint and Outlook), Adobe Acrobat, Prezi, and Social Media web platforms
  • Strong technology acumen and analytical skills; embraces innovation
  • Knowledge of basic project management principles and technology
  • Knowledge of Raiser’s Edge

Deadline for Application: November 23rd, 2018       

Starting Date: As soon as possible

Send resume and cover letter in confidence to Cheryl Thibault and quote; “YSM EA Applicant” in the subject line.

Send resume and cover letter in confidence to: cthibault@ysm.ca

While we appreciate all responses, only candidates under consideration will be contacted. Learn more about YSM at www.ysm.ca

Posted: November 13, 2018 | Renewed: December 17, 2018 | Expires: January 31, 2019
Posted Under: Administration
Career ID: [ 6113 ]