Executive And Administrative Assistant

**Note to applicants: Qualified candidates should apply in writing [email protected].

Applications submitted through LinkedIn will not be considered**

Reporting to the Director of Finance, the Executive and Administrative Assistant acts as the primary contact point for Cleanfarms board, executive and collection sites. The Executive and Admin Assistant ’s top priority is phone support and the efficient resolution of customer, collection site and contractor inquiries. The Executive and Administrative Assistant will take on other duties, as assigned, however this position focuses on supporting the executive and collection sites that facilitate the safe recovery and recycling of agricultural plastics. The ideal candidate will be an individual who has focused and will continue to focus their career on executive and administrative support. This role is based out of the Etobicoke, Ontario office.However, an exceptional candidate who may be remote but able to come to the office for training and as needed may be considered.

Board Support (35%)

• Work alongside Executive Director to ensure compliance of Board governance policies
• Prepare variety of recurrent reports, meeting packages, presentations, briefing materials and other communication such as Board of Director’s meeting and other official committees of the Board
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board matters, including advance distribution of materials before meetings
• Attend and record minutes of meetings for the Executive Committee, Board and sub-committees.
• Communicate directly, and on behalf of the Executive Director, with Board members and Cleanfarms members on matters related to meetings and other Board related items as they arise
• Prepare and proofread a variety of documents including correspondence, presentations, charts, and project plans
• Update member logos and coordinate with other managers to ensure logos are accurate
• Ensure that policies, code of conduct, minutes of meetings, etc. for the Executive Committee, Board and its subcommittees are up to date

Collection site support (30%)

• Provide operational administrative support including distributing communications through constant contact, managing lists, recruiting and tracking sites and assisting with logistics.
• Additional duties as assigned.
• Assist the Operations team with tracking of dealer requests, collection site calls and contractor requests.
• Manage inbound and outbound customer service requests received through the Container Program and Obsolete Collection phone line.
• Act as the key contact to collection sites through Cleanfarms’ online dealer request system. Typical duties include customer service and troubleshooting.
• Ensure collection site lists and maps are accurate and updated under the direction of the Operations team.

Other duties (35%)

• Respond and appropriately email inquiries received [email protected].
• Provide general administrative support to Cleanfarms staff. This includes data gathering, online research, proof-reading, formatting and editing documents as required.
• Work closely with the Executive Director to provide accurate, organized and efficient administrative support including the maintenance of executive’s calendar, appointments, conferences, travel and accommodations.
• Assist with filing systems and data entry as required.
• On a regular basis, requiring initiative and judgment to make independent decisions.Includes researching, prioritizing and determining appropriate courses of action.
• Assist the Executive Director with event coordination, meeting planning, calendar management and expense coordination.
• Prepare and proofread a variety of documents including correspondence, presentations, charts, and project plans
• Book executive meetings, plan annual staff meetings.
• Contract and service agreement management - coordinate with staff to ensure all the contracts are updated and saved on the server.
• Facilitate and organize the coordination of staff off-site team development meetings and events
• Respond to phone, email and in person inquiries providing general information and referring enquiries to appropriate sources based on broad knowledge of company policies, practices and operations.

Qualifications

• Strong working knowledge of the full range of MS Office applications – with advanced proficiency in Word, Excel, PowerPoint and the ability to be creative in their work.
• Strong organizational skills and excellent attention to detail
• College/University diploma/degree in Business Administration or related field is preferred
• Strong oral and written communication skills
• Eager and adept at jumping in and supporting the team where and when needs arise
• Proven ability to prioritize and meet multiple and/or unexpected deadlines
• Ability to work both independently and collaboratively, resolve issues, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities
• Ability to travel within Canada, as needed, to Board meetings or other event a few times a year.
• An effective team player and flexible in adjusting to changing work priorities
• Keen attention to detail and good sense of judgement
• Minimum of 5 years relevant experience supporting senior team, with experience in a professional office environment

Qualified candidates should apply in writing [email protected] a resume and cover letter.The cover lettermustaddress the following three points: (i) the reason for their interest in Cleanfarms, (ii) an explanation regarding why they are a good fit for the role, (iii) their salary expectations.Only complete applications will be considered. We thank all applicants but only those invited to an interview will be contacted.