Executive Administrative Assistant

Job title: Executive Administrative Assistant

Company:


Job description: The Executive Administrative Assistant is responsible for providing administrative support to DGC Ontario’s Executive Director. This role will also provide support to the senior management team and assist with adminstrative tasks for the DGC Ontario Executive Board.Executive Administrative Support

• Supports the DGC Ontario Executive Director by scheduling meetings and appointments, preparing supporting materials for meetings, arranging catering services, coordinating travel arrangements including transportation, hotel accommodations and other related requirements
• Assists the Executive Director in managing their schedule and emails, maintaining their filing structure and assisting with special projects, as assigned
• As assigned, supports the senior management team with administrative tasks, such as coordinating travel/hotel accommodations
• Sources out venues for bargaining and consultation committee meetings; coordinates with venue agent and acts as point-of-contact, ensuring venue, catering and logistical arrangements are made for local and out of town meetings; arranges scheduling of virtual meetings
• Attends bargaining and consultation committee meetings to take minutes/notes; prepares meeting materials and distributes minutes from the meetings as required
• Prepares and maintains a comprehensive office calendar
• As assigned, assists the Executive Director and other senior management, with research and special projects

Executive Board Administration

• Attends Executive Board, Annual General and General Meetings to take minutes/notes; assists with preparing meeting documents
• Maintains the Board management software program
• Assists with, and may facilitate, ad hoc committee meetings; may provide general administrative functions for ad hoc committees

General Administration & Other Responsibilities

• Provides general administrative support including making/taking phone calls, filing, photocopying, welcoming guests, arranging couriers and running office-related errands outside the office as required
• Assists with digitizing historical documents
• Responsible for additional deliverables and projects as evolving DGC Ontario business needs may require

Additional Information

• This is a high-performance work environment
• Evening and weekend work is required (limited and subject to overtime). Travel may be required.
• This position works in person at the office 5 days a week
• Currently this position is being posted as a contract role, however, there is potential to extend this contract and/or for this role to become a full-time position

SalaryThe salary for this position will be based on $55,000 – $60,000 per year – pro-rated for a 9-month contract.DGC Ontario is an equal opportunity employer committed to fostering a diverse, inclusive and discrimination-free work environment. We consider all qualified applicants and will meet the needs of those requiring reasonable accommodations.

Expected salary: $55000 – 60000 per year

Location: Toronto, ON

Job date: Wed, 12 Feb 2025 07:56:02 GMT

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