Executive Assistant | Contract Role

The Executive Assistant provides support to the Executive Director and Team with planning, program, project, and event coordination as well as administrative duties. The position is a hub for information coming in and out of the firm in written and verbal formats. The working location of the position can be hybrid (online, anywhere in Ontario or in person at our Toronto-based office). This position plays a direct role in improving direct access for communities (the public and providers) to navigate, create, update, and disseminate written and web-based resources that meet the needs of the company's partner
populations, including vulnerable communities, Indigenous, Francophone, LGBTQ2S+ and other equity-seeking groups. This includes meeting accessibility standards, including for example, Accessibility for Ontarians with Disabilities Act (AODA) requirements.

Advantages
- 3 months contract
- Hybrid Role
- Competitive pay - $30 to $33 per hour
- Great company to work with

Responsibilities
Administrative support to Executive Director and Senior Management

▪ Provide coordination, administrative and secretarial support to the Executive Director and senior management.
▪ Respond to incoming calls, arrange ‘callbacks’ to protect ED’s time, provide backup materials for callbacks, route calls elsewhere as needed, and do phone surveys/inquiries as needed.
▪ Organize logistics and communications for management. This may include calendar, social media and event planning as well as arranging room and equipment bookings, catering, etc. When management chairs meetings; prepare agenda in advance, arrange meeting facilities, act as a recording secretary and prepare action minutes.
▪ Make travel and accommodation arrangements; prepare an itinerary, trip file and supplies; and complete expense reports after the trip.
▪ Assist in scheduling and planning the Executive Director’s commitments; maintain a calendar; ascertain which events require ED’s presence; fix commitments to maximize ED’s time efficiency; allow decision/desk time.
▪ Seek out and acquire various types of background information as required.
▪ Draft edit and format correspondence, reports, briefing papers, presentations, policies, and procedures as requested.
▪ Assist with developing an effective network for the Executive Director by helping to identify strategic networking opportunities.
▪ Support organizational planning activities, such as, tracking and helping ensure annual planning activities are undertaken; participate as a member of planning committees, as requested; play a lead role regarding logistics for planning events; coordinate communication regarding planning documents, discussions, and decisions.
▪ Databases

General Administration and Communications:

▪ Oversees, assigns and follows-up tasks with other administrative staff to ensure smooth operation of office processes.
▪ Respond to general client inquiries (by email, phone, Canada Post, or website) by identifying needs, referring the client’s request to another staff, or providing general information about the company. This may include searching for and identifying resources/materials and consultation with colleagues.
▪ Share tasks with other administrative staff to ensure smooth operation of office equipment including photocopier, postage machine and fax, such as maintenance tasks re-setting software, recording usage, and ordering parts/supplies, negotiating with suppliers. Provide advice and information to staff to support their use of these machines.
▪ Prepare or check cheque requisitions and credit card expense claims, including reconciling management’s expenses, approval of incoming invoices and other documents falling within the area of signing authority. Ensure preparation of invoices to clients, as necessary.
▪ Demonstrate confidence in a digital project management environment, follow project management tools in place and provides accountability to management and other team members on tasks.

▪ Function as a member of the team with other administrative staff to coordinate duties and ensure cooperation and collaboration. Provide back up for Administrative Assistants.
▪ Prepare and ensure company’s visual identity is respected in all the company materials and project documents ensuring the graphic design and creating a visual identity, which follows company's visual and communications guidelines.
▪ Join committees or workgroups on a volunteer or assignment basis. Participation expectations and roles (such as, chair, and general member) will vary.
▪ Maintain effective working relationships with administrative staff.


Qualifications
• At least 2-3 years of experience in a similar role
•Advanced Microsoft Office and Adobe applications, social media, survey, accounting, and project management software. Database and web-based editing are considered essential.
▪ College or university graduation and a minimum of three year’s related experience or equivalent combination of education and experience. Experience in health promotion, non-profit or related organizations is an asset.
▪ Bilingual (English and French) fluency in written and oral communication is an asset.
▪ Knowledge of Canadian health, social services, and environmental sectors, including federal and provincial political systems an asset.

Summary
If you meet the above-listed criteria, we encourage you to register for a Randstad account online and apply for this position directly on our site. We appreciate all applicants and those interested in this opportunity, however only those with relevant experience will be considered.


Randstad Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.

Randstad Canada is also committed to developing an inclusive, barrier-free selection processes and work environments.If contacted in relation to a job opportunity, you should advise your Randstad Representative or your local Randstad branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner.Information received relating to accommodation measures will be addressed confidentially.

For all feedback on equity and accommodation needs, please contact your local Randstad Canada Branch.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.