Senior Administrative Assistant (Full Time)

Basic Function

Provide administrative support of a highly confidential nature to the Executive Office (President & CEO, Board Relations Officer, Executive Assistant) and to the Senior Management Team meetings.

Responsibilities

Executive Office Support

• Monitor vacation / time-off requests for members of the ELT and the Executive Office.
• Coordinate travel arrangements (flights, car rental, and hotel bookings).
• Assist with the planning and logistics for meetings and events when required, which may include catering, hotel and flight bookings, and/or liaison with external vendors.
• Act as backup to the Executive Assistant, including providing administrative support to the President & CEO and Executive Leadership Team (ELT).
• Process invoices, expense reports, documents; coordinate Executive and Board signatures in accordance with MODC policy.
• Support records management within the Executive Office.
• Assist in the preparation and distribution of meeting materials.
• Assist in coordinating the general functions of the Executive Office, working collaboratively with the Executive Assistant.

Board Governance Support

• Provide other Board administrative support as may be required.
• Provide assistance as needed to maintain Board and Committee files and manuals (electronic and hard copy).
• Provide support to activities arising from the March of Dimes Canada (MODC) Board of Directors, MODC Non-Profit Housing Corporation (NPHC) Board, MODC Foundation. (MODCF) Board, Rehabilitation U.S. Board (RFDP US), and other Board Committees and task forces of the Board.

Senior Management Team Support

• Coordinate communications and schedules for meetings; distribute agenda and materials as required.
• Provide support for the Mission Enabling Team and the Mission Delivery Team meetings, including agenda preparation, minute taking and meeting logistics.

Qualifications

• Strong customer service focus.
• Superior organizational skills and ability to prioritize and balance multiple tasks in a fast-moving environment.
• Proficiency with virtual meeting platforms including Teams, Zoom and Webex.
• Ability to work efficiently and accurately under pressure.
• Minimum three years’ experience providing administrative support in a corporate setting; experience in supporting senior executives is an asset.
• Strong communication skills, written and oral; able to produce grammatically accurate documents and correspondence.
• Proficiency with Microsoft 365, including MS Outlook, Word, Excel, PowerPoint, Teams, Forms and SharePoint.
• A high level of integrity and discretion in handling confidential information.
• Minimum college diploma or certificate in a relevant field.
• Strong attention to detail and accuracy.