Executive Assistant
Workforce Collective (WFC) works in partnership across Niagara (and beyond) to address workforce challenges and find solutions. We share resources with Literacy Link Niagara (LLN), a non-profit charity organization that shares our vision to realize a thriving community powered by a diverse and healthy workforce.
We’re seeking an Executive Assistant to provide operational and administrative support to the Executive Director and Chief Executive Officer (the Executives), who support the organizations in unique and evolving ways.
What the job entails:
- Clear and protect the Executives’ calendars (time) to create space to achieve weekly and quarterly goals.
- Communicate and coordinate between various team members and vendors (for projects, events and marketing activities).
- Complete administrative responsibilities including managing calendars, booking meetings, and managing emails; ensure nothing is missed.
- Draft email responses and make recommendations to alleviate decision fatigue.
- Assist in the preparation of meetings and events; liaise with vendors, attendees, members of the Board of Directors, and other interested parties.
- Take notes during meetings and manage follow-up after meetings, highlighting key insights and action items.
- Support event execution (bring materials and supplies, setup and tear down, manage registration, etc.)
- Review and audit operational processes developed throughout the organization to ensure they are helpful and efficient; co-create new processes and checklists.
- Create, proofread and/or edit documents and graphics as needed.
- Submit monthly expense reports on behalf of the Executives.
- Maintain file management system.
Other activities, duties, and responsibilities may be required of the employee as needed. The Executive Assistant and Executives will learn, create and continuously improve systems and processes together.
What we’re offering:
- Annual salary of $62,000
- Health plan and RRSP pension benefits
- Flexible work arrangement (hybrid work-from-anywhere/work-in-office*)
- Flexible hours, working as project deliverables are required (read: we follow a “4-day work week” structure and tend to be outcome-focused rather than hour-tracking)
- 20 days of paid vacation per year, plus a 2-week shutdown for winter break
- An inclusive and empathetic working environment, fostered by colleagues who center health and wellbeing
- Laptop computer, equipped with all software necessary for the role
- Mileage reimbursement for work-related travel
*Our team loves to gather and bounce ideas off each other. We currently try to work in the office two mornings per week.
Who we’re looking for:
- Someone with 3+ years of administrative experience who is comfortable managing multiple priorities.
- A resourceful, proactive problem-solver who is not afraid to say something when they see an problem emerging.
- A self-starter who has excellent time management skills; sets goals and develops reasonable timelines to achieve them.
- Someone who follows through, is well-organized, and highly detail-oriented.
- An excellent communicator with stellar customer service skills.
- Experience in coordinating events is an asset.
- Someone with proficiency in Microsoft productivity tools (Teams, Outlook, OneDrive, Word, Excel, etc.) Experience with Canva and WordPress is also an asset.
- Someone who is legally able to work in Canada (a Canadian citizen or permanent resident).
- Someone who can drive and has access to a vehicle – this is helpful when bringing supplies to meetings and events throughout the region.
Folks who are Black, Indigenous, people of colour, queer, trans, non-binary, disabled, parents, and anyone who has experienced systemic oppression are encouraged to apply.
Start date
November 1, 2024
How to apply:
Email your resume to info@workforcecollective.ca and complete this form by October 11th
Friday, Sept. 20th at 4pm**
We will only review completed applications (those who have filled out the form) and will respond within 7 days of receiving your application with a decision whether or not we’re able to invite you in for an interview.
**Update as of Sept. 19, 7am: We’ve received a highly positive response from many qualified candidates. So, we’re revising our plan in order to create the time and space to meet them. We’ll pause accepting applications after Friday at 4pm and will send another update via LinkedIn/our website if we need to continue the search following this first round of interviews.