Executive Assitant (Permanent)

CoreFactor is searching for an Executive Assistant on a Permanent/full-time basis for a client located in the GTA.

This position is hybrid and will require the successful candidate to be in the office three (3) days per week in the downtown Toronto location.

Purpose of the Position

This position is responsible for the smooth operations of the office of the Chief development and marketing officer by managing department workflow, priorities and deadlines, resolving day-to-day issues, supporting the development of budgets, reports, plans and projects as well as providing administrative support to the VP Campaign and department directors.

Key Result Areas

• Managing the CDMO and VP calendars in a manner that is respectful of all enquiries, yet diligent in ensuring appropriate use of time, based on the guidelines set by the CDMO/VP.
• Assisting with emails and attachments to ensure deadlines are managed and priorities are set.
• Maintaining a tracking system to ensure deadlines are met.Preparing responses to correspondence for CDMO/VP approval and signature.

Liaising with staff, Board Members, Donors and service providers on behalf of the CDMO/VP:

• Preparing expense documents and purchase requisitions for processing
• Tracking budget against expenditures.
• Maintaining a functional filing system.
• Organizing travel arrangements as required.
• Setting up internal and external meetings
• Drafting agenda’s, reports and completing minutes for meetings
• Preparing welcome letters and packages for new volunteers or Committee members
• Ensuring contact information for Fundraising/Development Committee members is kept current.
• Providing administrative support to the Fundraising/Development Committee.
• Organize and coordinate the development of meeting materials, such as reports, presentations etc.
• Prepare schedules and templates for department planning, performance reviews and Board reports.
• Tracking department deadlines and follow-up with staff to ensure deadlines are met. Update donor files in Raiser’s Edge as needed.
• Working with the department to ensure all fundraising policies are organized, updated and reviewed on an annual basis and shared on the staff portal.
• Conducting research independently or with a defined team for competitive or environmental analyses, factchecking or to gathering stats and data.
• Prepare PowerPoint presentation for internal and external meetings

Support to the Department Directors

• Organize onboarding program for new staff and ensure that procedures are followed for staff leaving the agency.
• Participate in supporting special events such as donor reception
• Support with development of PPT presentations

Requirements

• Preferred BA, College diploma in Administrative studies
• Must have a minimum of 5 years related work experience
• Proficient in Microsoft office at an intermediate to advance level, particularly Word, Outlook, Excel and PowerPoint
• Use of internet for research
• Excellent telephone manner and verbal and written communications
• Knowledge of marketing and fundraising with a technical knowledge of fund raising is an asset
• Proficient in formal minute taking, senior volunteer interaction, confidential and sensitive material handling