JOB OPENING:

Executive Assistant

This position is responsible for supporting the executives with the day-to-day administration and operations at Islamic Relief Canada. He/she will assist with scheduling meetings and preparing required documentation. He/she will keep the CEO informed of appointments, meetings and action items operationally and when requested from the board.

Status: Full-time, Permanent
Location: Burlington, ON
Department: CEO Office

Essential Duties and Responsibilities:

  • Maintain daily calendar for assigned management including scheduling meetings and appointments
  • Manages email correspondence; prioritizing and responding as required
  • Prepares reports for executives, Board of Directors and CEO (i.e. expense reports, government relations report, presentations, etc.)
  • Answer the phone and greet office visitors in a professional, caring and efficient manner
  • Screen visitors and phone calls asking for the CEO
  • Make travel and meeting reservations in a timely fashion
  • Reviews and prepares documents for signature
  • Compose and prepare confidential correspondence
  • Update Gmail contacts and maintain executive files
  • Compile documents for travel-related meetings
  • Enhances IRC success and reputation by accepting ownership for accomplishing ad hoc requests; exploring opportunities and adding value to other process improvement accomplishments
  • Assists in coordinating the agenda of senior management team meetings, off-site meetings and monthly staff meetings
  • Effectively manage CEO requests and correspondence with a high level of professionalism, accuracy and confidentiality
  • Assist with special projects (i.e. supporting internal operations)
  • Prepare and distribute internal communications to staff regarding important memorandums, upcoming events or general updates
  • Perform additional duties as assigned
  • Responsibilities may be expected to be occasionally performed outside of normal working hours and/or on weekends

 

Qualifications and Requirements:

  • Diploma in administrative support or related field
  • 1-3 years of experience in general administrative or executive assistant capacity
  • Meticulous; attention to detail
  • Typing speed of 70 wpm or higher
  • Excellent written and verbal communication skills
  • Time Management and prioritization skills
  • Ability to work in a fast paced work environment
  • Demonstrated ability to safeguard confidential information and maintain a high degree of professionalism
  • Strong Interpersonal skills
  • Proficiency with Email (Gmail) and MS Office Suite
  • Familiarity with expense reconciliation and reports
  • Valid driver’s license and access to personal vehicle
  • Must be eligible to work in Canada