Flexmore Staffing Looking for Executive Administrative Assistant at Toronto, Ontario, Canada Full Time

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Job Description: Executive Assistant (Not-for-Profit Organization)
Position Overview: We are seeking an experienced and highly organized Executive Assistant to provide comprehensive administrative support to the CEO of our not-for-profit organization. This role requires exceptional PowerPoint skills, strong administrative abilities, excellent time management, effective written and oral communication, and a solid understanding of accounting principles. The ideal candidate will thrive in a fast-paced, hybrid work environment and possess the flexibility to support other team members. Additionally, the Executive Assistant will play a vital role in assisting with event organization, fundraising activities, training initiatives, and public speaking events.
Responsibilities:

1. Administrative Support:

• Manage and maintain the CEO’s calendar, schedule appointments, and coordinate meetings.
• Organize and maintain files, documents, and records in both physical and electronic formats.
• Draft, proofread, and edit correspondence, reports, and presentations.
• Prepare meeting agendas, take accurate minutes, and distribute to relevant stakeholders.
• Conduct research and compile information for reports, presentations, and special projects.
• Handle incoming communications, prioritize requests, and respond promptly.

1. PowerPoint Expertise:

• Develop visually appealing and engaging PowerPoint presentations for the President and other team members.
• Create charts, graphs, and infographics to present data in a clear and concise manner.
• Collaborate with stakeholders to gather content and ensure presentations align with organizational objectives.
• Format and design templates for consistent branding and visual identity.

1. Time Management and Organization:

• Proactively manage the CEO’s schedule and prioritize tasks to ensure maximum efficiency.
• Coordinate travel arrangements, including booking flights, accommodations, and transportation.
• Arrange logistics for meetings, events, and conferences, both in-person and virtually.
• Track and follow up on action items and deadlines to ensure timely completion.

1. Communication Skills:

• Prepare and compose professional written communications, including emails, letters, and memos.
• Serve as a liaison between the CEO and internal/external stakeholders, maintaining professionalism and confidentiality.
• Demonstrate excellent oral communication skills when interacting with team members, donors, partners, and the public.
• Foster positive relationships and ensure effective communication across the organization.

1. Accounting Skills and Knowledge:

• Assist with basic accounting tasks, such as processing invoices, managing expense reports, and tracking budgets.
• Maintain financial records and documentation in compliance with organizational policies and procedures.
• Collaborate with the finance department to generate financial reports and analyze data.

1. Team Support:

• Provide support and assistance to other team members as needed.
• Collaborate with colleagues to coordinate cross-departmental initiatives and projects.
• Contribute to a positive team culture by demonstrating flexibility, adaptability, and a willingness to help.

1. Event Organization and Fundraising:

• Assist in planning, organizing, and executing events, including fundraising campaigns, training workshops, and public speaking engagements.
• Coordinate logistics, manage guest lists, handle RSVPs, and ensure smooth event operations.
• Collaborate with the development team to support fundraising efforts, including donor relations, sponsorship coordination, and grant applications.

Requirements:

• Bachelor’s degree or Diploma in a relevant field (Business Administration) or equivalent work experience.
• Proven experience as an Executive Assistant supporting senior executives.
• Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Excel, and Word.
• Strong organizational and time management skills with the ability to multitask and prioritize effectively.
• Excellent written and oral communication skills, including exceptional attention to detail.
• Solid understanding of basic accounting principles and experience handling financial records.
• Ability to work independently and collaboratively in a fast-paced, dynamic environment.
• Experience with event organization, fundraising, training, or public speaking is highly desirable.
• Demonstrated ability to maintain confidentiality and handle sensitive information with political acumen.
• Strong interpersonal skills with the ability to build relationships at all levels.

Tendency: Cheerful friendly disposition as the front facing person for the organization that has strong client/customer service skillset.

Service and teamwork focused, driven to improve efficiencies.

● Innovative and focused on learning and self-improvement.

● Flexible and able to multitask and complete tasks with minimal or no supervision

●Team player with superior interpersonal skills with staff, clients, and stakeholders

● Strong writing, notetaking and verbal communication skills, with high accuracy in grammar

● Possesses and displays a high level of diplomacy in relating with stakeholders and team

– Well-spoken and articulate, 

– responsive, 

– cost conscious and a with good balance of efficiency/ speed and accuracy!  

– Possesses a good balance of efficiency/ speed and accuracy!  

– Good ability to look out to what is coming around the corner, 

Skill:

Advanced experience with using automated software tools to assist in setting reminders for team as well as organizing corporate activities, due dates, events and meetings

Technical requirements:

● Microsoft Office Suite (Outlook, Excel, Word, Teams, and SharePoint)

● Zoom, MS teams, Google meet

Google Suite and Google Workspace

● Slack and/or Discord experience is an asset

● Mailchimp and eventbrite proficiency

● Experienced with utilizing major social media platforms facebook, instagram, LinkedIN,

twitter, Tiktok, YouTube, and Meta Business Suite

Typing Skills:

● 65 words per minute considered an asset

We offer a competitive salary package and a supportive work environment committed to making a positive impact in the community. This position is currently based in a hybrid work environment, requiring both in-person and remote work, with occasional evening or weekend availability for events.