OECTA (Ontario English Catholic Teachers Association) is hiring an experienced Executive Assistant!
Please apply directly via: hr@catholicteachers.ca
Position and Title: Executive Assistant (NOC Code 12100)
Business Address and Work Location:
65 St. Clair Avenue East suite 400
Toronto, ON
M4T 2Y8
Job Type: Permanent, Full- Time
Salary/ Rate: $92,500 per annum
Hours of Work: 40 hours a week
Website: https://www.catholicteachers.ca/
Language: English
Education Requirements:
• Bachelor’s degree or College Diploma in the area of corporate/office administration
Experience required:
• A minimum of five years’ experience supporting C-Suite and/or executive board positions working with and maintaining confidential information.
• Experience with governance associations or similar organizations.
• Intermediate level abilities with Microsoft Office applications including but not limited to: Word, Excel, Outlook, Access and PowerPoint.
• Experience and working knowledge of GSuite (Gmail, Calendar, Drive, Sheets, and Docs)
• Practical experience using Adobe, and event management software such as Cvent.
• Experience with video conferencing platforms such as MS Teams, WebEx, and Zoom to moderate meetings and conferences.
• Impeccable grammar, editing and proof-reading skills (English).
• Proven, current, and well-developed experience in the accurate taking and production of minutes and notes.
• Fast and accurate notetaking and keyboarding skills.
• Flexibility to work outside regular business hours (8 am – 5 pm) and travel within Ontario as required.
Highly Desirable Skills/Assets
• Knowledge of parliamentary procedures as they pertain to meetings.
• Experience with not-for-profit organizations.
• Related association and/or union experience.
• Knowledge of education-related issues in Ontario.
• An understanding of, and commitment to, publicly funded Catholic education.
Main Duties
• Composes and prepares correspondence and memoranda for signature, or under own name, to provide information in response to enquiries, to convey instructions, or to make enquiries.
• Monitors and flags incoming and outgoing correspondence on behalf of the Deputy General Secretary (DGS) and Chief Operating Officer (COO).
• Creates, compiles, proofreads, and formats reports and other documentation and presentations for internal and external meetings and conferences.
• Assists with administrative tasks related to Provincial Central Bargaining including coordination of meeting materials and logistics; taking thorough and accurate notes and minutes; research; compiling and storing data; and acting as an overall resource to the Provincial Bargaining Team.
• Assists with committees, task force, teams, and work groups including the Speakers’ Bureau, Finance Committee, and Protocol Committee.
• Assists the DGS/COO with the management of the Alternate Hearing Process (matters related to member-to-member conflict).
• Assists with updating and maintaining policy and procedures manuals such as the Elected Officers Manual, Protocol Committee Manual, and the Association Rules of Order (similar to, and based upon, Roberts Rules of Order).
• Assists with the yearly completion of the Association Handbook which contains the Associations Constitution, Policies, Procedures, By-Laws and Action Directives.
• Assists with the organization and execution of workshops, meetings, townhalls and in-services. This includes co-ordination of meeting logistics and technical support requirements.
• Collection and retention of staff work schedules on behalf of the DGS/COO.
• Posts material to the Associations website and intranet.
• From time to time this position is required to coordinate work of administrative staff members under the direction of the Manager of Executive Administration and Human Resources.
On site
Work must be completed at the physical location. There is no option to work remotely.
Work setting
Urban area
Associations and non-profit organizations
General office
Experience and specialization
Computer and technology knowledge
SharePoint
MS PowerPoint
MS Excel
MS Office
MS Outlook
MS Word
Spreadsheet
Area of work experience
Business administration/management
Additional information
Security and safety
Criminal record check
Transportation/travel information
Willing to travel
Willing to travel for extended periods
Willing to travel overnight
Travel expenses paid by employer
Public transportation is available
Work conditions and physical capabilities
Fast-paced environment
Work under pressure
Tight deadlines
Attention to detail
Large workload
Overtime required
Personal suitability
Accurate
Dependability
Efficient interpersonal skills
Excellent oral communication
Excellent written communication
Flexibility
Initiative
Organized
Reliability
Team player
Hardworking
Quick learner
Proactive
Benefits
Health benefits
Dental plan
Health care plan
Vision care benefits
Wellness resources
Financial benefits
Life insurance
Mileage paid
Pension plan
Long term benefits
Maternity and parental benefits
Employment groups
Veterans of the Canadian Armed Forces, Visible minorities, Persons with disabilities, Indigenous people, Newcomers to Canada, Seniors
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