Executive Assistant – Bilingual
Permanent full-time position (35 hours per week) based in our Sudbury office.

United Way Centraide North East Ontario/Nord-est de l’Ontario (UWCNEO) is currently seeking an experienced, positive individual with great office administration and superior communications skills to join our team of do-gooders. Reporting to the Executive Director, the Executive Assistant will be a key member of our front-line team, assisting in a broad variety of administrative tasks and responsibilities.
If you are a self-starter with excellent organizational and computer skills, are familiar with database systems, pride yourself on your work ethic and quality of your work, and possess great attention to detail and accuracy, then you are the ideal candidate for this position. Others describe you as someone who works with a sense of urgency, while also being able to remain calm under pressure, changing priorities, and tight deadlines. You are professional and pleasant when communicating and interacting with people, and you have the ability and confidence to participate actively in a meeting with senior leadership and stakeholders to our business. Moreover, you can operate independently in a fast-paced environment.

Key Responsibilities:
• Provide administrative and operational support to the Executive Director.
• Provide administrative support to the Board of Directors and Finance and Allocations Committees, and others as required (minutes, preparation of Board packages, etc.)
• Provide administrative support to the allocations process as required.
• Provide administrative support to the Revenue Development team as required.
• Capture accurate information into ANDAR database and perform data entry, searches, and create reports for Executive Director as required.
• Prepare confidential correspondences.
• Organize and schedule appointments and conference calls and ensure required materials are ready and on hand for the Executive Director.
• Answer phone calls to the main line in a courteous and efficient manner and direct to the appropriate person. Manage the phone system including mailbox updates/changes.
• Manage mail.
• Work with office volunteers to identify and assign office duties as needed.
• Maintain/manage office space, equipment, and supplies, and work with vendors to ensure efficient operations of the office.
• Prepare venues and materials for meetings, and host collaborative community meetings and events as needed.
• Provide proactive administrative assistance to the Executive Director as requested including, but not limited to, scheduling, record keeping, filing, and preparation for meetings and/or projects.
• Draft and prepare and file correspondence, e.g., letters of support, minutes, reports, etc. as required.
• Plan/implement or support special events/projects as required.

Qualifications:
• Post-secondary education or equivalent.
• Two years experience in a busy office, or ability to demonstrate equivalent skills and abilities.
• Detail and process oriented.
• Fluent bilingualism (French/English).
• Superior written communication skills, including drafting material, editing, and proofreading.
• Strong organizational skills to determine work priorities and manage multiple projects in a fast-paced environment.
• Access to a reliable vehicle and a clean drivers abstract.
• Ability to work a flexible work schedule with some evenings and weekends is required. Typical work week is Monday to Friday from 8:30 am to 4:30 pm in the Sudbury office.
• Experience in working with a Board of Directors.
• Experience in maintaining impeccable records.
• Ability to work independently and proactively to set and achieve goals.
• Ability to manage competing demands and function in a calm and effective manner under pressure.
• Excellent problem-solving skills.
• Data entry and database management experience will be considered an asset.
• Experience working in a non-profit or charitable environment will be considered an asset.

This permanent full-time position is based in our Sudbury office.

Starting Wage of $43,680 to $47,320, depending on experience.
Full benefit package.
Participation in CAAT DB Pension Plan.
The Executive Assistant will work 35 hours a week with the hours being flexible to meet the needs of the program. A typical work week is from Monday to Friday 8:30 to 4:30. Some travel may be required.

Please send cover letter and resume to Mary Lou Hussak, Executive Director, [email protected]
no later than 4:30pm on Wednesday September 27, 2023.