Office Associate Jobs

The Senior VP, Office of the CEO at the TFYIP is responsible for overseeing all the activities that pertain to the CEO and his office. They are responsible for managing the day to day activities of the President and CEO.

THIS IS A VOLUNTEER ROLE, NOT PAID!

Our current President and CEO is: Javon S Samuel and he is the hiring manager on behalf of the TFYIP Executive Team.

Responsibilities:

1.) Managing/overseeing the CEO's schedule: scheduling weekly meetings to plan out the schedule for that week, commuicating with the CEO directly to ask what tasks, meetings, events, etc are more urgent to attend and conduct. The system that you will use is Microsoft Outlook, so Outlook is required by the position applicant, where a new email address will be made just for dealing with CEO office related meetings, communications (via email), etc. You will be responsible for checking your email inbox on a daily basis, periodically during the business day and to respond accordingly, as well as informing the CEO about the nature of the email depending on what it is about, its priority/urgency, etc. Once a meeting/event, etc is confirmed in the CEO's schedule, you will send official meeting invites to all attendees,

2.) Planning the CEO's monthly schedule: Schedule monthly scheduling meetings with the CEO to ask the CEO what events, meetings, etc he would like to have and participate in and develop the monthly schedule around these requests, once urgent things are in the calendar, begin considering additional requests on the CEO's time.

3.) Enforce the CEO's schedule: Ensure that the CEO's proposed/planned events, meetings, tasks/work, etc are scheduled first, prior to reviewing any additional scheduling requests from external stakeholders.

4.) Oversee CEO Office Communications: developing a spreadsheet of the list of stakeholders CEO has to meet with, that he plans/wants to meet with, reviewing and answering all incoming emails directed to the CEO office, informing the CEO of new emails and asking what he would like to do regarding them, be the main point of contact for external communications (CEO requested stakeholders-external), oversee the development of official statements, press releases, etc from the President and CEO, manage TFYIP news (new appointed board, advisory board directors, executive team members, staff members) and send these updates out to all board, advisory board, executives and staff members via their email addresses, maintain an email/contact registry for all TFYIP staff, executives, board/advisory board directors, etc so that you are able to cc them onto an update email when sending it out, etc.

5.) Attend/plan out in-person events with the President and CEO: scheduling a time to meet with the CEO ahead of the in-person event that the CEO is scheduled to attend, discussing the event agenda, discussing the plan for the event that the CEO is attending- includes: what activities during the event we will be covering at the event social media wise, what activities will be happening during the event, setting up transportation arrangements to and from the event for the CEO (Ex: Uber, Lyft, etc),

6.) Prepare President and CEO for upcoming board meetings of the TFYIP: Ensuring the CEO receives all reports (external/internal), meeting proxy material (Ex: meeting agenda, board bylaws, motion development google doc file, assisting with the development of the CEO's report to the board- which includes: setting goals for the incoming quarter (Ex: financial goals, programming and events operations goals, HR goals, IT, etc), reviewing the previous quarter- summarizing our successes and areas for improvement, etc.

7.) Assist the Board Operations Manager with board meeting admin support: Assist the Board Operations Manager with any board meeting tasks that they direct you to assist with, which includes: assisting with developing of motions during meetings proposed by board directors, assisting with board internal communications during the meeting (sharing documents to board directors such as: reports (external/internal) for review by board directors during the meeting, etc.

8.) Assist with travel planning for the President and CEO: Following the review of the CEO's top priority meetings, events, etc if any of these excursions requires international or domestic travel, schedule a virtual meeting with the CEO to discuss the date, time, location of event/meeting, etc and how the CEO would like to travel there (Ex: go train, via rail, plane, car by renting one, or Uber, Lyft, etc) and ensure that everything is confirmed and prepared ahead of the CEO attend and participating in these events, once confirmed, share these travel confirmation details with the CEO so the CEO has it at their end.

9.) Take notes during in person/virtual meetings for the CEO: During events/meetings that the CEO is attending, take official coverage notes of the event/meeting, the notes should be taken via a notepad, sticky notes, etc and allow the CEO to know what opportunities can be taken out of attending the event or meeting, also take notes about important info that the CEO needs to keep in mind and for reference, etc

Qualifications:

2+ years of experience in an executive/administrative assistant role with a non-profit organization, private corporation, etc supporting a senior executive or specifically a Chief Executive Officer.

Experience with Microsoft Office Suite is an asset for this position, specifically being able to use Office applications such as: Excel, Word and Google Suite applications such as: Sheets, Forms, Docs, Slides, etc when required.

A Bachelor's Degree in Business Administration or a college level diploma from an accredited college focussed in the area of office/executive level administration would be recommended for this position.