About the role

Reporting to the Chief of Staff and Board Liaison, the Administrative Assistant’s overall responsibility will be to work both independently and collaboratively with the Secretariat team to coordinate all the administrative duties of the CEO’s office in order to support the organization.

He/She will be responsible for running the day-to-day activities through a combination of project management, administrative and clerical duties.

What you will do

Under the supervision and guidance of the Chief of Staff and Board Liaison, you will complete a broad variety of administrative tasks for the CEO’s office including:

• Act as a first point of contact to the CEO, providing polite and professional assistance via phone, mail, e-mail and in person
• Support the Chief of Staff/Board Liaison to prioritize and follow up on incoming issues and concerns addressed to the CEO’s office, including those of a sensitive or confidential nature
• Complete administrative tasks with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Chief of Staff’s ability to effectively support the CEO
• Process all invoices related to the CEO’s office, prepare requisitions and keep track of budget expenditures in a timely manner
• Assist in scheduling and coordinating Staff and Management Team meetings working closely with the Senior Management Team
• Coordinate, obtain input, draw up and distribute agenda and record minutes when requested
• Schedule, organize and coordinate event logistics, including room reservation, registration and attendee’s management
• Make travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
• Maintain an active dashboard of all action items in the works with the Chief of Staff to ensure adequate and consistent follow-up for the CEO and with colleagues across the network
• Maintain an effective and efficient file management system in the office ensuring ease of access and/or retrieval
• Ensure business records are adequately stored and appropriate protocols are in place to safeguard access of personal and/or confidential information
• Prioritize conflicting needs and demands, be proactive with issues arising often with deadline pressures
• Complete any other duties related to the Administrative Assistant position as needed or as directed by the Chief of Staff/Board Liaison and/or the CEO.

You will be the right fit if you have:

• Minimum diploma in administration, project management, international development, education or related social sciences
• Minimum of 5 years’ professional experience supporting organization management and projects preferably in a non-profit organization
• Strong understanding of managing a top executive office
• Superior proficiency in the use of e-mail, word processing, spreadsheet, database, and presentation software and use of the Internet to access data, maintain records, generate reports, and communicate with others
• Ability to work well in a fast-paced, dynamic organization and grasp concepts and procedures quickly
• Excellent organizational and project management skills to create and manage dashboards, calendars and other tools
• Flexible, intellectually curious and creative
• Strong interpersonal skills and the ability to effectively work in multicultural teams and liaise with remote colleagues
• Ability to handle sensitive and extensive confidential data
• Ability to make decisions and good judgment
• Ability to set and achieve clear objectives and deadlines
• Excellent communication skills in English and French, both oral and written
• Results driven and motivated by a high sense of performance excellence and a sense of urgency
• International exposure or experience an asset

Application deadline: 14th December 2020*

*Only shortlisted candidates will be contacted