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Job Description: Executive Assistant (Not-for-Profit Organization)
Position Overview: We are seeking an experienced and highly organized Executive Assistant to provide comprehensive administrative support to the CEO of our not-for-profit organization. This role requires exceptional PowerPoint skills, strong administrative abilities, excellent time management, effective written and oral communication, and a solid understanding of accounting principles. The ideal candidate will thrive in a fast-paced, hybrid work environment and possess the flexibility to support other team members. Additionally, the Executive Assistant will play a vital role in assisting with event organization, fundraising activities, training initiatives, and public speaking events.
Manage and maintain the CEO’s calendar, schedule appointments, and coordinate meetings.
Organize and maintain files, documents, and records in both physical and electronic formats.
Draft, proofread, and edit correspondence, reports, and presentations.
Prepare meeting agendas, take accurate minutes, and distribute to relevant stakeholders.
Conduct research and compile information for reports, presentations, and special projects.
Handle incoming communications, prioritize requests, and respond promptly.
Develop visually appealing and engaging PowerPoint presentations for the President and other team members.
Create charts, graphs, and infographics to present data in a clear and concise manner.
Collaborate with stakeholders to gather content and ensure presentations align with organizational objectives.
Format and design templates for consistent branding and visual identity.
Time Management and Organization:
Proactively manage the CEO’s schedule and prioritize tasks to ensure maximum efficiency.
Coordinate travel arrangements, including booking flights, accommodations, and transportation.
Arrange logistics for meetings, events, and conferences, both in-person and virtually.
Track and follow up on action items and deadlines to ensure timely completion.
Prepare and compose professional written communications, including emails, letters, and memos.
Serve as a liaison between the CEO and internal/external stakeholders, maintaining professionalism and confidentiality.
Demonstrate excellent oral communication skills when interacting with team members, donors, partners, and the public.
Foster positive relationships and ensure effective communication across the organization.
Accounting Skills and Knowledge:
Assist with basic accounting tasks, such as processing invoices, managing expense reports, and tracking budgets.
Maintain financial records and documentation in compliance with organizational policies and procedures.
Collaborate with the finance department to generate financial reports and analyze data.
Provide support and assistance to other team members as needed.
Collaborate with colleagues to coordinate cross-departmental initiatives and projects.
Contribute to a positive team culture by demonstrating flexibility, adaptability, and a willingness to help.
Event Organization and Fundraising:
Assist in planning, organizing, and executing events, including fundraising campaigns, training workshops, and public speaking engagements.
Coordinate logistics, manage guest lists, handle RSVPs, and ensure smooth event operations.
Collaborate with the development team to support fundraising efforts, including donor relations, sponsorship coordination, and grant applications.
Bachelor’s degree or Diploma in a relevant field (Business Administration) or equivalent work experience.
Proven experience as an Executive Assistant supporting senior executives.
Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Excel, and Word.
Strong organizational and time management skills with the ability to multitask and prioritize effectively.
Excellent written and oral communication skills, including exceptional attention to detail.
Solid understanding of basic accounting principles and experience handling financial records.
Ability to work independently and collaboratively in a fast-paced, dynamic environment.
Experience with event organization, fundraising, training, or public speaking is highly desirable.
Demonstrated ability to maintain confidentiality and handle sensitive information with political acumen.
Strong interpersonal skills with the ability to build relationships at all levels.
Tendency: Cheerful friendly disposition as the front facing person for the organization that has strong client/customer service skillset.
Service and teamwork focused, driven to improve efficiencies.
● Innovative and focused on learning and self-improvement.
● Flexible and able to multitask and complete tasks with minimal or no supervision
●Team player with superior interpersonal skills with staff, clients, and stakeholders
● Strong writing, notetaking and verbal communication skills, with high accuracy in grammar
● Possesses and displays a high level of diplomacy in relating with stakeholders and team
– Well-spoken and articulate,
– cost conscious and a with good balance of efficiency/ speed and accuracy!
– Possesses a good balance of efficiency/ speed and accuracy!
– Good ability to look out to what is coming around the corner,
Advanced experience with using automated software tools to assist in setting reminders for team as well as organizing corporate activities, due dates, events and meetings
● Microsoft Office Suite (Outlook, Excel, Word, Teams, and SharePoint)
● Zoom, MS teams, Google meet
Google Suite and Google Workspace
● Slack and/or Discord experience is an asset
● Mailchimp and eventbrite proficiency
● Experienced with utilizing major social media platforms facebook, instagram, LinkedIN,
twitter, Tiktok, YouTube, and Meta Business Suite
● 65 words per minute considered an asset
We offer a competitive salary package and a supportive work environment committed to making a positive impact in the community. This position is currently based in a hybrid work environment, requiring both in-person and remote work, with occasional evening or weekend availability for events.
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