Executive Assistant

Executive Assistant to the Chief Executive Officer and Director of Services

ENVIROS – Who We Are:

Enviros is an innovative social services agency that provides critical, individualized programs to children, youth, adults and families in vulnerable situations to meet their desired outcomes and wellness.

Enviros helps our clients make strength-based changes to move to independence within a healthy community.

Enviros focuses programs on the unique needs of individual clients practicing experiential learning to provide opportunities for personal discovery and growth.

Enviros focus is on building relationships and is the foundation of the work we do. This enables clients to develop skills, healthy trust, and independence.

Since our founding in 1976, Enviros has been an early adopter of new evidence-based best practices and has developed and informed other leading practices.

Why People Choose Enviros

Simply stated, our vision is: “The Power of Human Relationships Invites Belonging and Inspires Growth”.

Overview

The Administration function provides vital parts to an organization’s structure including helping the organization to manage resources and people in an efficient manner. Planning, budgeting and organizing are the three primary administration functions in any company.

Position Summary

This is a senior level administrative, operational and strategic support position responsible for providing a broad spectrum of administrative support functions to the Chief Executive Officer and/or Director of Services (Executive team). This role ensures the efficient operation of the Executive team while supporting organizational priorities, board governance, and internal coordination across programs and departments. This is an in-office position.

Specific Responsibilities

· Administrative support to the Executive Team

· Scheduling for the Executive team

· Administrative support on programming budgets/contracts

· Prepare briefing materials, reports, presentations, and correspondence for internal and external meetings.

· Screen and prioritize incoming communications including emails, calls, and requests.

· Track deadlines, priorities, and follow-up items on behalf of the Executive Team to assist anticipating with organizational needs.

· Maintain confidential records and sensitive information with discretion

· Assist with compilation of Agency Annual Report

· Some minute taking as required

Board of Directors Support

· Coordinate Board of Directors and committee meetings.

· Prepare meeting agendas in collaboration with the Executive Director and Board Chair.

· Compile and distribute board packages and meeting materials.

· Record meeting minutes and track action items.

· Maintain official governance records and documentation.

Organizational Coordination

· Facilitate communication between the Executive Director and senior leadership, staff, community partners, and stakeholders.

· Assist with organizational planning activities and internal coordination of strategic initiatives.

· Support the development of internal policies, procedures, and operational documentation.

· Help monitor and track organizational priorities and strategic goals.

Administrative Operations

· Maintain filing systems (electronic and physical).

· Assist with grant reporting, donor correspondence, or stakeholder communications when required.

· Manage office supplies and administrative processes related to the Executive Director’s office.

Communications and Relationship Management

· Draft and edit professional communications, reports, and announcements.

· Represent the Executive team office with professionalism when interacting with community partners, government representatives, donors, and clients.

Qualifications

· Degree in Business Administration and/or Human Services Administration (equivalencies may be considered)

· Five or more years’ experience as an Executive Assistant

· Some experience in a non-profit, social services environment (preferred)

Skills Required

· Strong interpersonal skills

· Strong verbal and written communication skills

· Decision making skills

· Ability to manage multiple priorities and deadlines.

· High level of professionalism, discretion, and confidentiality.

· Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.

· Ability to work both independently and collaboratively in a mission-driven environment.

· Highly organized and above average attention to detail

· Highly reliable

· Ability to work independently, as well as be part of a team

· Experience with project management tools

Health and Safety Considerations

· All work activities are conducted in accordance with health and safety requirements

· Due to the nature of the services offered, there are complex life situations which are shared and sensitive in nature

Qualifications – Personality Traits

· Assertive and professional

· Friendly and welcoming

· Great listener and fluent conversationalist

· Strong interpersonal and relationship-building skills.

· Adaptable and proactive problem-solver.

· Proactive mindset with the ability to anticipate needs, identify issues early, and take initiative without being prompted.

· Commitment to the mission and values of a social services organization.

· Cultural awareness and sensitivity when working with diverse communities.