Executive Assistant (Full Time) - Toronto, On

Would you like to work for a not-for-profit organization that is dedicated to maximizing the independence and community participation of people with disabilities across Canada? Would you like to play a role in advocating for inclusion and equity for all people living with disabilities?

March of Dimes Canada (MODC) is a federally registered national charity that offers a wide variety of programs and services to Canadians living with disabilities. Since 1951, starting with the polio epidemic, MODC has been on the forefront of the disability movement. We are focused on a bold vision of enhancing services, financing the vision, building partnerships and creating an appropriate and sustainable infrastructure. Through our Culture Code we live the values of: We Are One Team, We Are Accountable To Ourselves and Each Other, and We Adapt and Grow Together.

Profile

The Executive Assistant is responsible for providing senior administrative and professional support to the Chief Operating Officer and the Vice President, People & Culture, and for supporting assigned Committees of the Board. Provide exceptional service and professionally represent the COO and the VP, P&C to all internal and external stakeholders, and Committee members.

Responsibilities

COO and VP, P&C Support

• Arrange meetings to include preparing agenda and agenda packages; recording and distribution of minutes of meetings; organizing travel arrangements and other administrative support.
• Manage correspondence, requests for information and all matters of confidentiality; raise issues where appropriate.
• Create and/or draft memoranda, correspondence, reports, agreements, presentations, forms and other documents; ensure accuracy, completeness and compliance with organizational standards, policies and procedures.
• Establish, organize and maintain confidential office filing system and document management database.
• Perform special project assignments as directed.
• Maintain relationships with employees, donors, community stakeholders, consultants, clients and volunteers with a high level of confidentiality, sensitivity and tact on behalf of the COO and the VP, P&C.
• Provide senior level administrative support with a high degree of confidentiality and accuracy within a fast-paced, deadline driven environment.
• Maintain calendars of the COO and the VP, P&C, ensuring that there are no conflicts and resolving any conflicts that may arise.

Board Committee Support

• Schedule Committee meetings, record and distribute minutes of meetings.
• Provide administrative support to the following Committees of the Board: Compensation & Human Resources, Pension, CEO Evaluation, Governance, Nomination.
• Coordinate governance efforts with Board Relations Officer.
• Receive orientation and ongoing training from Board Relations Officer on how to effectively support Committees.

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to anticipate and respond to needs while using sound judgement and decision-making skills.
• Excellent interpersonal skills with cross-culturally sensitivity and the ability to build relationships with stakeholders including staff, management, executives, external partners and organizations, donors and volunteers.
• University degree or college diploma in a relevant field, or equivalent combination of education and experience.
• Minimum 5 to 10 years senior administrative experience supporting C-Level Executives, Boards and Committees preferably in a non-profit organization.
• Excellent oral and written communications.
• Proven ability to deal with sensitive, confidential issues appropriately.
• Proficiency with Microsoft 365, including MS Outlook, Word, Excel, PowerPoint, Teams, Forms and SharePoint.
• Proficiency with virtual meeting platforms including Teams, Zoom and Webex.

This position will be based at our Toronto office, with the option for hybrid work.

If you are interested in transforming the quality of life for people with disabilities, please submit your cover letter and resume.

Please note that March of Dimes Canada has a mandatory COVID-19 vaccination policy. All employees must be fully vaccinated against COVID-19 by receiving all required doses of a vaccine approved by Health Canada at least 14 days prior to the commencement of their employment, or as otherwise recommended by public health authorities. We will provide reasonable accommodation to individuals who are unable to be vaccinated for medical reasons or on the basis of any other protected ground, as required under applicable human rights legislation.

March of Dimes Canada is committed to a selection process and work environment that is inclusive, equitable and accessible. We welcome applications from qualified individuals that reflect the abilities and diversity of the populations we serve. March of Dimes Canada will proactively provide accessibility solutions to job applicants throughout the recruitment process. If you require accommodation, please notify us and we will work with you to meet your needs.