Executive Administrative Assistant

The incumbent will be primarily responsible for providing administrative support to the President & CEO and the management team. In addition to managing the President & CEO’s agenda, the incumbent will provide administrative support in preparation of various committees, including Board of Directors’ meetings and its sub-committees. The person will also contribute to preparing correspondence for the CEO and the management team. Finally, the incumbent will cover the reception desk on a regular basis and will provide administrative support for the processing of donations received in person and by telephone.

Main responsibilities

• Manage the agenda of the President & CEO, coordinating and following up on meeting requests and other activities;
• Assist the President & CEO in drafting and/or revising letters for major donors and other business partners;
• Provide administrative support for meeting preparation such as the Board of Directors and other committees;
• Support the Foundation’s management team in certain aspects of their work planning, in the organization of meetings, in the production of presentations and reports or in certain special projects;
• Performs general clerical and secretarial duties. Prepare correspondence and various documents using Microsoft Word and PowerPoint;
• Ensure replacement of the Administrative Assistant at the reception desk during their absences, for which the key duties are: welcome visitors and respond to their requests, process donations received in person and by telephone, and perform various related administrative tasks;

Education and experience

• Secretarial diploma or any other relevant training;
• Minimum 7 years’ experience in a similar role working with a management team;
• Experience in the philanthropic and healthcare fields (an asset).

Professional skills and abilities

• Excellent organizational skills and ability to manage multiple requests simultaneously;
• Ability to prioritize requests;
• Excellent writing and editing skills;
• Ability to communicate both orally and in writing in French and English;
• Excellent interpersonal skills;
• Professionalism and diplomacy;
• Autonomy and ability to work with minimum supervision;
• Proficiency with technologies in general and specifically with Microsoft Office 365 software tools (Word, Excel, PowerPoint, Outlook)

Conditions of employment

• Part-time, 21 hours/week
• Flexible hours (ideally completing the hours on 4 days a week)
• Group insurance
• RRSP with employer contribution
• Start date: as soon as possible.

Please send your application to cv@mghfoundation.com

We thank you for your interest in the position and the Foundation. Please note that only selected candidates will be contacted.