If you are passionate about helping young children reach their potential, then Strong Start® Charitable Organization has an exciting opportunity for you. We are dedicated to helping young children learn to read and creating lifelong readers. This essential life skill is the great enabler to learning and future success in school and in life. As our Executive Assistant, you will support the Senior Leadership Team by efficiently managing their schedules, communications, and administrative tasks, allowing them to focus on strategic decision-making and core responsibilities. You will also provide general office and administration support, working collaboratively with other team members. We are an organization that is growing our programs and our impact as we expand to new communities in Ontario! It is an exciting time to join our team of inspired, talented professionals.
Reporting directly to the Chief Executive Officer, the Executive Assistant will be a multitasking, detail-oriented, and adaptable professional who not only supports the CEO and members of the Senior Leadership Team but also contributes significantly to the overall efficiency and success of the organization. The ideal candidate will maintain the highest level of confidentiality and trustworthiness in all matters. With a systematic approach to tasks and focus on consistency, the Executive Assistant will be an energetic, responsible, self-starter who sets goals and works hard to achieve them.
You will be highly organized and have excellent time management and project planning skills. You will work well under pressure and tight deadlines when needed and be able to prioritize quickly and effectively. You will love the feeling you get from supporting others, predicting their needs and ensuring they have all the information they need and will enjoy building relationships with your team members and with Strong Start’s valued, external stakeholders. You welcome opportunities to work collaboratively with others and enjoy tasks where you can work independently.
Key Responsibilities:
Executive Support (70%)
- Manage the CEO and COO email, calendars, schedule meetings, and coordinate appointments.
- Support the Senior Leadership Team with scheduling and appointment coordination.
- Prepare and edit correspondence, reports, and presentations.
- Assist in the planning and coordination of events, meetings, and conferences.
- Perform general administrative tasks, including filing, record-keeping, and office organization.
- Assist with the on-boarding and off-boarding of Strong Start staff and volunteers.
- Assist in donor and stakeholder relations by maintaining contact lists and preparing materials for fundraising activities.
- Handle travel arrangements and expense reports for the Chief Executive Officer.
- Provide administrative support to the Board of Directors as needed including:
- Manage board and committee meetings, including preparing agendas and meeting document packages, arranging meeting space, coordinating catering and technology, recording meeting minutes and other board governance tasks as assigned.
- Maintain up-to-date governance-related materials.
- Support Board member on-boarding and off-boarding.
- Maintain discretion and confidentiality with all Board members.
Office Administration (20%)
- Provide administrative support to ensure efficient operation in the National Program Deployment Centre.
- Reception duties, including welcoming guests, answering, and making phone calls, general emails, and forwarding messages to the appropriate person when necessary.
- Hospitality support includes ordering meals for special events, ensuring the hospitality area is maintained and well stocked with supplies.
- Sort and distribute mail.
- Arrange courier shipments (incoming and outgoing).
- Record minutes at all Level 10 meetings and ad hoc meetings as assigned.
- Coordinate travel across the organization, including flight, hotel, and car rental reservations as per organizational Travel Policy and Guidelines.
- Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing orders for supplies in a timely manner.
- Work collaboratively with other members of the Operations team to support day-to-day operations.
General (10%):
- Attend and actively participate in team meetings;
- Learn and adopt the EOS (Entrepreneurial Operating System®) model;
- Complete ongoing training e.g., health & safety, cyber security, privacy; and
- Complete and submit timesheets.
Other duties as assigned.
Qualifications/Skills/Requirements:
- Bachelor's degree or College Diploma preferred but not required.
- Proven experience as an Executive Assistant or in a similar role.
- Previous experience in a non-profit or children's charity organization.
- Incredibly organized, self-motivated, with great attention to detail.
- Excellent written and verbal communication skills.
- Excellent interpersonal skills, including diplomacy, tact, and teamwork.
- Exceptional time-management skills.
- Highly skilled in Microsoft Office Suite (Power Point, Excel, Word, Office 365).
- Embrace and become proficient with existing and future third-party technology tools and applications used by Strong Start.
- An understanding of and commitment to confidentiality including demonstrated ability handling sensitive confidential information in all formats.
- Flexibility and ability to effectively manage multiple tasks with solid planning skills and use of good judgment.
- Ability to prioritize time, work, and projects efficiently, working well under pressure and with minimal supervision.
- Thrives in a fast-paced work environment, maintains a positive frame of mind, and sets an example of professionalism for other team members by living our Core Values.
- Embody and consistently demonstrate our core values:
- develop and maintain authentic relationships rooted in trust, respect, and mutual benefit.
- commitment to excellence is embodied in all facets of the organization and its programs.
- operate with integrity and hold themselves accountable to work hard and deliver results.
- dynamic, continuously evolving and building capacity in order to achieve greater impact.
- Excellent analytical and problem-solving skills.
- A valid driver’s license and access to a vehicle is required.
- Some travel is required to meet with stakeholders and attend special events.
- Available to work occasional evenings or weekends at special events and meetings.
Physical Requirements:
- Ability to safely lift and move materials weighing up to 30 lbs.; Strong Start provides a cart.
Working Locations:
- The work location is at our National Program Deployment Centre in Waterloo. There will be times you will work from different locations including but not limited to schools, businesses, community centres and other local locations for special events.
- Working from home on occasion with permission is subject to our Work-From-Home Policy.
Training and Orientation
- Training and Orientation will be supported by the Chief Executive Officer, the Chief Operating Officer and other team members as assigned.
- Training in all areas for which you are responsible, along with dedicated onboarding time to experience these responsibilities, will be provided.
This is a full-time, in-person role working approximately 40 hours per week with some additional work required on evenings and weekends, periodically. This role is not eligible for hybrid or remote work.
Remuneration: Salary range $55,000 - $60,000. Salary & Benefits (Group Insurance & Retirement).
Strong Start is committed to an inclusive selection process to attract candidates representing the diversity of the children and families we serve. Strong Start is an equal opportunity employer and accommodations are available during all phases of the recruitment process. We ask that any applicants requiring accommodations make their needs known in advance.
Security and Privacy: Strong Start® Charitable Organization is committed to protecting the privacy of the personal information of its employees, volunteers, members, children, parents/guardians, donors, partners and other stakeholders, by following responsible information handling practices in keeping with privacy laws. Please read our Privacy Notice here.
APPLICATION DEADLINE: Friday, February 14, 2025, at 4:00 p.m. EST or until a suitable candidate is found. Please follow the instructions to apply and include a cover letter along with your resume.
We thank you in advance for your interest. Only those invited for an interview will be contacted. To learn more about Strong Start, we invite you to visit our website.
