Executive Assistant to Vice President of Operations, Toronto, Full Time Permanent
Save the Children believes every child has the right to a future. In Canada and around the world, we do whatever it takes – every day and in times of crisis – to support children to fulfil their rights to a healthy start in life, the opportunity to learn, and protection from harm. With over 100 years of experience, Save the Children is the world’s first and leading independent children’s organization – transforming lives and the future we share.
The Impact You Will Make:
We are looking for a highly organized, flexible and experienced Executive Assistant with advanced skills in MS Office used to working on their own, taking initiative and managing multiple priorities.
The role works closely with the VP of Operations to ensure their diary supports their strategic priorities. Key responsibilities include complex schedule management to support effective use of the VP Ops’s time, preparation of presentations, reports, briefing documents and ensuring the VP Ops is well prepared for meetings, in particular Senior Leadership Team meetings and quarterly Board and Board Committee meetings. This role requires the ability to exercise tact, diplomacy, sensitivity, with excellent interpersonal and teamwork skills. The role also provides scheduling and administrative support to the Executive Director, Finance and the Director, International Programs & Partnerships.
Responsibilities include (but are not limited to):
Executive Liaison & Communications Support
Receive and screen information, emails and phone calls using judgment and sensitivity.Lead any preparation required for meetings; including but not limited to coordinating agenda topics, briefing materials, pre-read, presentation creation and background documents.Prepare and coordinate communications with internal and external stakeholders as requested including accurate and timely correspondence, memos, minutes, presentations, and reports.Compose moderately complex presentations, reports, letters, and memorandums by synthesizing information, researching background information, and gathering relevant data from appropriate sources and stakeholders.Support development of Board presentation materials and ensure accurate notes are taken and distributed to relevant stakeholders.Logistics Coordination
Accurately maintain calendars to coordinate meetings and logistics.Coordinate travel logistics including booking flights, accommodation, visa applications, expense reports, and preparing travel briefing materials.Prepare information packages and itineraries for external visitors.Support meeting logistics for workshops & meetings (internal & external).General Administrative Support
Support purchasing & procurement.Reconciling credit card statements and expenses in line with organizational policies and approved budgets.Manage third party services and vendors as required.Proactive document management (i.e Marketing and Communications drives).Responsible for organization of departmental assets (SCC merchandise, materials for external events, etc.).Other duties and special assignments as requested.Provide other administrative assistance as requested.Proactively identify and lead activities to support continuous process improvement of the department and functional areas led by the CDO.Qualifications include (but are not limited to):
3-5 year progressive work experience in a similar role providing executive support for more than one senior leader and their teams simultaneously.Utilize business platforms with advanced proficiency (ex. Microsoft Office, Adobe Acrobat, virtual meeting platforms, project & knowledge management software) to produce high quality reports and presentations.High level of professionalism and business acumen to deal with confidential matters, displaying discretion, judgment and diplomacy; and demonstrate integrity in managing these responsibilities.Excellent critical-thinking skills to assist in decision-making.Strong written communication skills to prepare executive correspondence and documents.Initiative, superior organizational and prioritization skills to manage multiple tasks and priorities to ensure seamless operations.Adaptable and flexible to work in fast paced environment and tight timeframes.Detail-oriented to independently manage travel, logistics, and budget information with high degree of accuracy.Exceptional communication and interpersonal skills to develop strong working relationships across cultural and organizational boundaries with internal and external stakeholders.Shows initiative to proactively anticipate and address CDO needs.Able to navigate complex situations and challenges, they are confident in navigating ambiguity and problem solving.Ability to transcribe notes, prepare correspondence/reports, presentations and research a variety of topics.Ability to work independently and interdependently.Skilled at sustaining corporate knowledge through document control and effective communication.and multi-task in order to meet deadlines.Capable of thinking ahead, anticipate requirements, take initiative to resolve issues in a timely manner.WHAT WE OFFER
This position salary range between $52,903.33 - $68.517.15 CAD depending on skills and experience. In addition to this, our employees will have the following package of additional benefits:
Comprehensive benefits package for you and your dependents available in three months after employment. Coordinated benefits for your partner paid by Save the Children Canada.Hybrid workplace, and flexible work hours to support employee wellbeing and productivity.Confidential Employee Assistance Program services available to you and your dependents from your first day of employment.Discounted rate for a GoodLife membership.Organization-wide membership with Headspace. 3 weeks of annual leave.In addition to annual leave, we offer a December 25 - January 1 office closure (SAVE Days) so we can all recharge simultaneously.Paid 3-day-personal days. Paid 2-day-float days. Paid 10-day-sick leave.Parental leave top-up.Employer contributions to group pension plan. Learning and development opportunities and specialized training.HOW TO APPLY?
If you are interested in this position, please visit https://www.savethechildren.ca/ and submit your resume and cover letter. Internal candidates, please apply via ADP by 5:00pm EST June 7, 2024. Applications will be reviewed on ongoing basis. We thank all applicants for their interest, however, only those selected for an interview will be contacted.
It is our individual and collective responsibility to ensure all children are protected from deliberate or unintentional acts that lead to the risk of, or actual, harm caused by our employees. Each employee shall be aware that there may be additional vulnerabilities facing children associated with their age, socio-economic background, disability, gender, racial heritage, religious belief, identity, sexual orientation or identity, and is committed to ensuring this does not form barriers to effective safeguarding.
Each employee is committed to fostering and sustaining a safe environment through proactive, accessible, and effective approaches that seek to prevent and respond to any harm to the children including but not limited to sexual exploitation and abuse. SCC and all its employees will take all reasonable steps to make itself safe, both as an organisation and in the conduct of all aspects of its day-to-day operations of emergency, humanitarian, developmental, policy, campaigning and administrative work.
SCC is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources (416) 221-5501