Executive Assistant

Job description

Ivan Franko Homes provides accommodation and high-quality care for elderly Canadians of Ukrainian descent. In this fast-paced role, the Executive Assistant will support the Chief Executive Officer (CEO) by managing their calendar, assisting with travel arrangements, and maximizing the efficiency of their schedule.

This position requires a highly motivated, detail-oriented personality with strong administrative and relationship-building skills to work well with a wide variety of internal and external contacts / stakeholders.

Key Responsibilities

• Act as the primary point of contact for all executive office matters.
• Manage the calendar, ensuring that all deadlines and commitments are met.
• Exercise discretion in committing time and evaluating needs.
• Monitor and filter phone calls, emails, voicemails, and visitors for the CEO.
• Answer a variety of questions with tact and diplomacy, taking messages and directing calls appropriately for resolution.
• Handle confidential material and serve as a liaison between the CEO and other departments, staff members, and external contacts.
• Schedule and coordinate meetings, avoiding conflicts and minimizing downtime.
• Research data to assist with the preparation of documents or presentations for external and internal audiences.
• Prepare and edit documents, reports, presentations and collate documents as needed.
• Liaise with External Consultants and help where required with workshops, meetings, ceremonies, and other events for publicity, fundraising, and information purposes.
• Plan interviews and press conferences.
• Plan, organize and implement events, meetings, or business luncheons.
• Maintain and organize paper and electronic files, records, and correspondence.
• Assist with the development and maintenance of external communications and communication lists.
• Maintain a professional and organized work environment.

Qualifications

• Two (2) years of experience as an Executive Assistant or in a similar role.
• Post-secondary degree required.
• Valid driver's license required.

Knowledge, Skills, and Abilities Required

• Written and verbal communication skills in the English language (fluent).
• Superior organizational and interpersonal skills.
• Excellent attention to detail.
• Ability to work both independently and as part of a team.
• Possess excellent time management skills.
• Manage complex office administrative work requiring the use of independent judgment and initiative.
• Astute and technologically-literate in MS Office software (Word, PowerPoint, and Excel) and Adobe.
• Experience with scheduling appointments and updating calendars (Outlook, Google).
• Ability to build and maintain relationships with important contacts.
• Ability to work in hybrid environment.

Additional Information

Pay : $ 65,000.00 - 75,000.00 per year

Schedule : Monday to Friday, weekends and evenings as needed.

Benefits : Health insurance, pension plan, free parking, flexible work schedule, ability to work from home.

Job Posting Day : July 12, 2024

Application Deadline : July 26, 2024

Ivan Franko Homes is committed to diversity, inclusion, and accessibility in the workplace. We strive to provide accessible employment practices that comply with applicable legislation.

If you require accommodation during the recruitment process, please contact us at [email protected].

We thank all applicants for applying and their interest in Ivan Franko Homes. We value each application however only candidates selected for an interview will be contacted.