Executive Assistant

Position Summary

The Executive Assistant is responsible for providing comprehensive administrative support to the CEO. This position works in a fast-paced environment and mission-oriented culture and is a key contributor to the success of the administrative team, and therefore the organization. The role requires the ability to anticipate needs, maintain a high level of confidentiality and professionalism, and think independently and critically.

Key Duties and Responsibilities

• Execute a variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: coordinating meetings and managing calendars; prioritizing inquiries and requests, and managing scheduling conflicts; organizing and maintaining the organization’s policies and procedures; ordering supplies and materials; creating agendas; responding to email and other correspondence on behalf of the CEO; maintaining contact lists; registering for conferences and making travel arrangements; and completing expense and mileage reports.
• Support the CEO in their role as Board Secretary by managing the calendar of Board meetings; handling logistics for Board meetings; distributing agendas, Board reports and Board packages; and taking minutes at Board meetings.
• Assist with the maintenance of a variety of content, including: tracking Policies; summarizing topics into briefing notes; filing reporting obligations; preparing draft reports and presentations; collecting and preparing information for meetings; composing and preparing correspondence; proofreading speeches, documents and other materials for accuracy.
• Reflect the culture and values of the organization, as well as consistently maintain a high level of confidentiality and discretion, through all work and communication. Understands the organization’s strategic plan and direction.
• Collaborate with staff on projects and outreach activities as required, and support Board Members and members of the Executive Leadership Team and Management Team as required.
• Act as a back-up to the Finance Administrative Assistant in their absence, which includes financial matters and support related to administration team.
• Other duties as required.

Education and Experience

• Post secondary education in business administration or a related field
• Minimum 6 years of relevant experience

Required Skills/Knowledge

• Significant executive support experience.
• Excellent verbal and written comprehension and communication skills.
• Proven ability to maintain a high level of integrity and discretion handling confidential information. Personable relationship-builder with strong political acuity and judgment.
• High degree of professionalism dealing with diverse groups of people
• Exceptional organizational and time management skills and attention to detail.
• Ability to complete a high volume of work with accuracy and within deadlines in a fast-paced environment. Proven trouble-shooter and problem-solver.
• Expert proficiency with Microsoft Office applications

About Richmond Hill Public Library

Richmond Hill Public Library is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.

This position may be relocated to another location in the future to meet service needs for the community. All applicants should understand that the ability to work at any Richmond Hill library location is a requirement of this position.

The Library will require a current Vulnerable Sector Screening from the successful applicant as a condition of employment.