Executive Assistant - 4 Month Contract POST NUMBER: 424044
About the Opportunity
- Assist with the administrative functions of the senior Executive
- Assist with the administrative work of the Executive’s team, namely its management team and managing administrative elements of agencies and consultants.
- Perform department specific responsibilities that may include but not be limited to donor communications, finance (i.e. invoicing), reporting, human resource (i.e. payroll), business, research, facilities, project and/or reception supports depending on the department.
- Organize complex activities for the Executive, including scheduling appointments, meetings, conferences, and other engagements based on an understanding of prior commitments and priorities.
- Manage the Executive’s calendar and cross-functional collaboration with internal and external stakeholders based on Foundation priorities and arrange meetings and travel, ensuring preparation time and all backup material.
- Assist the Executive with all day-to-day departmental activity, as directed including drafting messages and preparing communications, assisting with human resource activities, preparing purchase documentation and providing oversight of expenditures on behalf of the Executive.
- Be the conduit between internal teams for approvals, reviews and re-routing actions as appropriate.
- Keep the Executive’s management team organized and operating effectively and efficiently; set up systems to support same; maintain files and records.
- Make all travel and meeting arrangements for the Executive and process travel and other expenses.
- Manage Executive corporate credit cards including preparing and submitting monthly expense forms with appropriate backup to the finance department
- Handle confidential and non-routine information appropriately.
- Conduct, synthesize and report on basic research as required.
- Review requests for the Executive’s time and prepare for their attention or reroute to appropriate Foundation staff.
- Handling special projects and other duties as assigned.
- Unquestionable integrity, a highly nuanced sense of judgment and absolute discretion with confidential and sensitive information.
- Provide back-up support to the EA to the President & CEO for Board administration functions, including distributing materials, responding to inquiries, taking minutes and coordinating with executive team leads and Board/ committee chairs
- Provide administrative oversight for the finances and invoicing of the team
About You
- A minimum of 5 years’ experience providing senior level strategic and administrative support.
- A post-secondary education or comparable combination of work and education experience that is deemed equivalent.
- A responsive customer service orientation and experience interacting with influential community and business leaders. Some exposure to the philanthropic or non-profit sector would be an asset.
- Proven ability to operate professionally and with consistently high standards of excellence.
- Excellent written and verbal communication skills.
- Advanced proficiency with Microsoft Office suite of programs specifically Microsoft 365, Outlook, Word, Excel and PowerPoint; experience with database systems such as Raiser’s Edge is an asset.
- Excellent organizational skills with diligent attention to detail and the ability to produce accurate work efficiently.
- Ability to multi-task, prioritize and follow-through to effectively manage workflow and continuously improve the efficiency of the office.
- Demonstrated ability to lead and mentor as well as work harmoniously with others at all levels.
- Ability to work with minimal supervision while prioritizing own work to handle multiple tasks and ensure established deadlines are met.
- Good interpersonal skills with the ability to support collegiality in a small office.
Hourly Rate
$33 - $38 /hour
How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats.
When referencing this job, quote #424044.
You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.