Position Type: Bilingual Executive Assistant (English/French)
Location: Toronto
Supervisor: Executive Director
Position Type: Full-Time, permanent
Conditions: To work an average of 35 hours per week, where some overtime may be required. Infrequent travel in Canada may be required.
Salary Range: $47,567 to $52,792
Closing Date: 5pm on August 28, 2020
This position has been filled.
The POSITION
The Bilingual Executive Assistant is responsible for providing senior administrative and organizational support to the Executive Director and the Board of Directors, as well as overseeing the administrative functioning of the Toronto office and internal communications for Crossroads.
The incumbent will carry out all responsibilities in compliance with Crossroads’ mission, strategic priorities, policies, standards and systems. They will work in a collaborative fashion as a member of a variety of multi-disciplinary teams of staff and volunteers across the organization.
The following main responsibilities are indicative only and may change over time:
1) Providing executive level administrative support to the Executive Director and some members of the Management Team:
- Drafting correspondence, writing up call reports, responding to general inquiries, drafting presentations, proofreading and formatting documents as required;
- Providing briefing notes for meetings, arranging conference calls, ensuring follow-up;
- Preparation and follow-up to management team and staff meetings;
- Special project management and research to support the work of the ED and members of the Management Team;
- Coordinating schedules, meetings, and arranging travel for the Executive Director and other members of the management team;
- Maintaining an efficient filing system, tracking and retrieving documents;
- Writing communications messages for staff and board;
- Processing expense claims, invoices and receipts;
- Coordinating travel, room bookings and other logistics for all staff meetings;
- Responding to inquiries in the absence of the Executive Director.
2) Providing Administrative support to the Board of Directors:
- Developing annual calendar for Board of Directors and Committee meetings and other business
- Serving as administrative liaison to the Board of Directors and overall coordination of Board meetings;
- Recording Board minutes;
- Preparing correspondence and ensuring production of documentation,translation and the timely delivery of Board meeting kits;
- Providing ongoing administrative support and follow-up to the Board;
- Serving as administrative liaison and recording minutes for other Board committees: including Executive, Nominating and other Board committees that may be established from time to time (i.e.: Strategic Planning and Friends of Crossroads Working Group;
- Occasional translation of memos, agendas, and other documents;
- Maintaining Board and Board Committee files;
- Updating and maintaining the Minute Book of the Board of Directors and Executive Committee and the Board Policies Book;
- Undertaking follow up assignments as required.
3) General Office Administration (Toronto and Montreal)
- Ensuring consistent quality of office reception – Toronto
- Ensuring appropriate office management and administration systems are in place for the Toronto Office in collaboration with the Director of Finance and Administration;
- Collaborate with Montreal office to provide remote office management and administration support
- Providing training and troubleshooting to new and existing staff on Sharepoint, copier/printer and other systems
- Developing and maintaining a filing system for both electronic and paper files, and overseeing national archive
4) Other Duties As Assigned
QUALIFICATIONS
- Minimum post-secondary degree or Administration Diploma/Credential
- At least four (4) years relevant senior administrative experience, preferably in a not-for-profit environment
- Bilingualism (French and English) required (verbal and written fluency)
- Proficiency in Office 365, including Sharepoint Online
- Experience in office management
ESSENTIAL QUALITIES:
- Commitment to growth and development
- Commitment to inclusion, equity/equality, diversity, and empowerment
- Innovation, creativity, collaboration
- Meticulous attention to detail
- Strong organizational, administrative, communication & interpersonal skills
- Strong proofreading and editing skills
- Demonstrated ability to use good judgment
- Demonstrated ability and comfort in handling and maintaining sensitive and confidential information
- Proactive and able to initiate projects and anticipate and respond to the needs of senior managers
- Demonstrated ability to effectively manage multiple tasks and use independent judgment
- A knowledge of office systems, procedures, and equipment
- Must be able work independently and effectively collaborate within a team across multiple geographic locations
- Organized self-starter, ability to manage competing deadlines in an effective manner to meet tight deadlines
- Adaptive and tolerant to uncertainty
- Client- and service-oriented
the organization
Crossroads International is a leader in international cooperation and has been fighting inequality for over 60 years. Crossroads works in some of the world’s poorest nations in Africa, with local partner organizations to create decent jobs and to empower women to become leaders and live free from violence. Every year, we engage experienced volunteers and staff North and South who apply their expertise locally to address global issues. Together we are leveraging knowledge, expertise and dollars to create a more just and equitable world.
Crossroads is a registered charity supported by Global Affairs Canada (GAC), other government and non-government funders, and many individual donors around the world.
Crossroads is committed to principles and values of access and equity. Candidates from diverse groups are encouraged to apply.
OUR VISION
ONE WORLD where poverty is eliminated, equality prevails, and the rights of women and girls are fulfilled.
APPLICATION
If you are interested in joining a dynamic and growing international development organization, please submit your résumé and cover letter in one Word or .pdf document by 5pm on August 28, 2020 by e-mail to rh_hr@cintl.org. Applications must include “Bilingual Executive Assistant (English/French) – Your Name” in the subject line of the e-mail. All applications received after the deadline will not be considered.
Crossroads is an equal opportunity employer. Recruitment and selection procedures reflect this commitment. Crossroads is committed to diversity in the workforce and individuals from all minority groups are encouraged to apply.
We thank all applicants in advance, however only those selected for an interview will be contacted. Interviews will occur on an ongoing basis and may be held before the closing date. Applicants are encouraged to apply as soon as possible.
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