Job Description
Lumenus Community Services is committed to diversity, equity and inclusion. We value a recruitment and selection process that is inclusive and barrier-free and we encourage applications from all individuals including, but not limited to, all cultures, religions, racialized communities, abilities, sexual orientations, and gender identities and expressions.
Lumenus Community Services has an exciting opportunity for a Executive Assistant/Project Coordinator who will leverage their experience and professional skills to deliver the highest level of support to a busy and highly engaged Chief executive leadership team.
KEY RESPONSIBILITIES:
Administration and Communication Support
- Responsible for operations and office support with respect to the mission, values and beliefs of the Chief executive leadership team.
- Successfully completing deliverables with a hands-on approach including but not limited to:
- drafting correspondence, scheduling and minutes
- undertaking research, critically analyzing information and making recommendations based on executive leadership team objectives
- providing key project oversight and coordination to keep projects and tasks on target
- other tasks that facilitate the Chief executive leadership team’s ability to effectively lead
- Building relationships crucial to the success of the Chief executive leadership which may include managing work across multiple staff members.
- Managing a variety of special projects on behalf of the chiefs with a project management approach.
- Assisting executive leadership with managing, graphing, tracking and analyzing data as required.
- Planning and managing the flow of information both internally and with external partners.
- Prioritizing conflicting requests and needs, handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressure.
- Managing access to executive leadership team’s time and office as needed.
- Providing a bridge for smooth communication and information between the Chief executive leadership team and others within the organization, demonstrating leadership to maintain credibility, trust and support with various staff.
- Working closely and effectively with the Chief executive leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Facilitating referrals and engaging in advocacy.
Project Administration / Management
- Maintaining timely and effective communications with all team members and stakeholders as required;
- Preparing and distributing project materials to team members and stakeholders;
- Development of graphics or presentations to support project and operational activities;
- Serving as a point of contact for stakeholders with senior executive team;
- Executing task decomposition and work planning;
- Maintaining task tracking and management;
- Executing communications planning with internal and external stakeholders
Meeting Support
- Planning and managing the flow of information internally and with external partners.
- Organizing meetings to include appropriate team members or stakeholders including preparing agenda support, compiling documents for meetings, attend meetings when possible, take minutes, including “to do items”.
- Participating as a member of the leadership team including assisting in scheduling meetings, organizing material, attending all meetings and keeping action items.
QUALIFICATIONS:
- Diploma in Business Administration or the equivalent in experience and professional training.
- Minimum 7 years of experience in a fast-paced, complex environment with multiple sub committees and a leadership team.
- Knowledge of governance and legal requirements.
- Demonstrated experience working in client centric environment.
- Intermediate to advance level proficiency using Apple devices and the full suite of Microsoft Office applications (particularly Office 365, Word, Excel, Visio, Project, PowerPoint; and social media platforms).
- Broad knowledge of the not-for-profit organization preferred.
KNOWLEDGE, SKILLS AND ABILITIES:
- Ability to take initiative, think about what is needed before it is and act.
- Ability to demonstrate emotional intelligence.
- Highly detail oriented with strong time management and organizational skills, able to triage work from multiple sources to discern order of priority.
- Excellent verbal and writing skills, including proper spelling, grammar and punctuation and the ability to write and format moderately complex correspondence that can ensure a collaborative project environment;
- Ability to work independently and within a team environment, a highly resourceful team-player with the ability to be extremely effective independently.
- Considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature.
- Excellent analytical and problem-solving ,organizational, administrative and multi-tasking skills; with demonstrated attention to detail and accuracy;
- Ability to work in a dynamic, fast-paced environment and deal calmly and effectively with change and ambiguity.
- Ability to read complex situations, relationships and see around the corners.
- Strong interpersonal and relationship management skills coupled with a ‘can do’ attitude to provide the highest level of customer service.
- Commitment to diversity and inclusive excellence within the workplace.
- Innovative and continuously works towards streamlining, identifying and implementing processes.
- Demonstrated ability to leverage emerging, new technology to improve efficiency and communications.
- Conflict management skills and ability to mitigate divergent positions to reach consensus;
TO APPLY: Interested applicants are invited to visit our website at https://lumenus.ca/careers/ and submit their cover letter and resume through our Career Centre on or before July 31, 2023.
We ask applicants to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.
Lumenus believes that immunization against COVID-19 is an individual and societal responsibility and that we must do everything possible to protect our clients, families, employees, students, volunteers and contractors against the spread of COVID-19. As a condition of employment, proof of full vaccination or exemption under the Ontario Human Rights Code must be submitted to Human Resources seven (7) calendar days prior to start date.
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