executive assistant
Posted on May 02, 2024
by
Employer details
Operation Eyesight Universal
Job details
At Operation Eyesight, we offer a gift ? the gift of sight. Through the dedication of staff, donors, and partners, Operation Eyesight brings sight-restoration and blindness prevention treatment to people around the world. The mission of Operation Eyesight resonates in the passion and commitment of our team, both in Canada and internationally. If you?d like to be part of this gift-giving mission, apply today and support our mission *For All The World To See.*
*Position Summary *
The Executive Assistant is responsible for comprehensive support to the CEO & President, all three Board of Directors (Canada, USA, UK) and occasional general office administrative support. This positions responsibility includes clerical support, managing calendars, making travel arrangements, preparing expense reports and other duties as assigned. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
*Duties and Responsibilities *
In this role, some of your key responsibilities will include:
*Calendar Management:* Coordinate and manage the CEO's calendar, scheduling meetings, appointments, and travel arrangements efficiently, and proactively anticipate scheduling conflicts or issues.
*Communication Facilitation:* Act as a liaison between the CEO and internal teams, external partners, donors, and other stakeholders, ensuring timely and accurate communication, and drafting correspondence and reports as needed.
*Meeting Preparation:* Prepare agendas, materials, and presentations for meetings attended by the CEO, ensuring all necessary information is available, and follow up on action items and decisions as required.
*Information Management:* Organize and maintain files, records, and documents related to the CEO's office, including confidential information, ensuring easy access and retrieval when needed.
*Project Coordination:* Manage special projects and initiatives assigned by the CEO, coordinating cross-functional teams, tracking progress, and reporting on milestones and outcomes.
*Budget Oversight*: Assist in monitoring and managing the CEO's budget allocations, tracking expenses, processing invoices, and preparing financial reports and forecasts as necessary.
*Event Coordination:* Support the planning and execution of events, conferences, and board meetings attended by the CEO, coordinating logistics, invitations, and other arrangements.
*Board Secretarial Assistance:* Support the Board of Directors in organizing and conducting board meetings, committee meetings, retreats, and the Annual General Meeting (AGM).
* Prepare and distribute meeting notices, agendas, minutes, and other relevant materials in a timely manner.
* Coordinate logistics for board meetings, including venue booking, catering, and audiovisual equipment setup.
* Maintain accurate records of board proceedings and ensure compliance with governance policies and regulations.
* Provide administrative assistance to various board committees, including scheduling meetings, preparing agendas, and documenting meeting minutes.
*Admin Team Support:* Provide occasional support to administrative staff during busy periods or staff absences that includes assisting with tasks such as answering phones, handling mail, filing documents, and other administrative duties as required.
*Job-Related Skills *
* Able to maintain a high level of integrity and discretion in handling confidential information
* Superb written and verbal communication skills
* Strong time-management skills and the ability to organize and coordinate multiple projects at once
* Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
* Flexible team player willing to do what it takes to get the job done; adaptable and en
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LocationCalgary, AB
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Salary$56,000 to $65,000YEAR annually
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Terms of employment
Permanent employmentFull time
- Start date
Starts as soon as possible
- vacancies
1 vacancy
- Source
indeed.com
#9263680330
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