Position Title: Executive Assistant Status (FT/PT/Contract): FT
Department: CEO Office Job Level Classification: 3-Coordinator 
Reporting to: CEO Bargaining Unit (Y/N): N
Location: Toronto, ON, Canada People Manager (Y*/N) N
*Number of Reports: N/A
Primary Job Purpose This position plays a lead role in providing administrative support to the CEO and Board of Directors. Responsibilities 
  1.  Executive Liaison and Communications Support
    • Receive and screen information, visitors and phone calls using judgment and sensitivity to the CEO’s priorities and schedule
    • Coordinate briefing materials and background documents for CEO meetings
    • Prepare and coordinate CEO communications with internal and external stakeholders as requested including accurate and timely correspondence, memos, minutes, presentations, and reports
    • Compose moderately complex letters, memorandums, presentations and reports by synthesizing information, researching background information, and gathering relevant data from appropriate sources
    • Provide executive administrative support to the Board of Directors and Board Committee meetings including agenda preparation, dissemination of meeting documents, and proactively closing open action items
    • Manage Annual General Meeting process, general membership communications, and general liaison with SCI and SC Members as needed
  2. Logistics Coordination
    • Accurately maintains CEO and corporate SLT calendar to coordinate meetings and logistics
    • Coordinate CEO & Board of Directors travel logistics including booking flights, accommodation, visa applications, expense reports, and preparing security briefing materials
    • Prepare information packages and itineraries for external visitors for Board of Directors and CEO Office
    • Support meeting logistics for SLT workshops & meetings, All Staff Townhalls, and CEO & Strategy events
    • Liaise with and proactively support SCC employees and Senior Leadership Team to ensure timely flow of materials that require CEO signature
  3.  General Administration 
    • Manage department purchasing & procurement, credit card processing, and expenses in line with organizational policies and approved budgets
    • Manage third party services and vendors as required
    • Proactive document management and storage of organizational files
    • Provide backup admin support cross-departmentally as needed, e.g. support Assistant to Programs Directors in their absence, support Facilities/Front Desk as needed
    • Other duties and special assignments as requested
  Qualifications
  • Post-secondary education in Office / Business Administration
  • 5 to 7 years’ experience providing executive-level support
  • Intermediate experience using MS Office products including Word, PowerPoint,
  • Excel to produce high quality reports and work products
  • Bilingual (French/English; Spanish/English) an asset
Competencies, Skills and Behaviours
  • Demonstrated high level of professionalism and business acumen to deal with confidential matters, displaying discretion and diplomacy
  • Demonstrated superior organizational and prioritization skills to manage multiple tasks and priorities
  • Demonstrated strong written communication skills to prepare executive correspondence and documents, including meeting minutes
  • Adaptable and flexible to work in fast paced environment and tight timeframes Detail-oriented to 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
  • Demonstrated initiative to proactively anticipate and address CEO needs
Other Requirements
  • Adhere to Save the Children’s Child Safeguarding policy and protocols
  • Police check vulnerable sector screening
  Our Values Accountability:
  • Holds oneself accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically
Collaboration:
  • Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to
Creativity:
  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks
Integrity:
  • Honest, encourages openness and transparency
  If you are interested in this position, please e-mail a letter of application and a resume by Friday, November 3rd 2017 , to jobs@savethechildren.ca with Subject heading “Executive Assistant”. We thank all applicants for their interest, however, only those selected for an interview will be contacted. Save the Children welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process