Executive Assistant to the Chief Operating Officer
Indspire is an Indigenous-led registered charity that invests in the education of Indigenous people for the long-term benefit of these individuals, their families and communities, and Canada. With the support of its funding partners, Indspire disburses financial awards, delivers programs, and shares resources with the goal of closing the gap in Indigenous education. Through Indspire’s K-12 Institute, it provides resources to educators, communities, and other stakeholders who are committed to improving kindergarten to grade 12 success for Indigenous youth. In 2015-16, Indspire awarded $12.2 million through 3,792 bursaries and scholarships to Indigenous youth, making it the largest funder of Indigenous education outside the federal government. Each year, the organization presents the Indspire Awards, a celebration of the successes achieved by Indigenous people that is broadcast nationally.
Never has there been a better time to join this national leader. In this newly created position, Executive Assistant to the Chief Operating Officer (COO), the successful candidate will provide senior level executive and administrative support to the COO and play a key role in the creation of administrative services and systems to support the COO to execute the organizations’ operational goals. The Executive Assistant manages the COO’s calendar, correspondence and travel to ensure that the COO is focused on key operational priorities for the organization. The position is responsible for administrative duties related to operations, helps lead operational projects, and supports the COO’s work with the Leadership Team.
Provides senior level administrative support and advice on key initiatives.
Maintains awareness and understanding of Indspire’s goals, plans, and activities.
Anticipates the needs and priorities of the COO and provides support accordingly.
Organizes and schedules COO’s agenda; schedules appointments, maintains COO’s daily calendar and business travel.
Manages and coordinates workload priorities to support the COO on strategic initiatives.
Researches and prepares materials for COO’s commitments, in advance of meetings.
Maintains awareness of staff issues; filters requests/ problems; anticipates and determines need for COO’s involvement.
Handles, prioritizes and/or redirects inquiries and/or provides information to a wide range of internal and external stakeholders.
Responds to external inquiries/complaints and refers to appropriate staff.
Performs independent, specialized administrative tasks, including preparation, research, investigation, review, control and coordination of various documentation, processes, office equipment, systems and supplies.
Prepares and processes confidential documents such as performance, including disciplinary action, contingency planning, etc.
Develops, coordinates and maintains a records management system for the office.
Prepares a variety of correspondence, including reports and briefing notes for the COO.
Supports the COO to monitor the budget ensuring goals are met and keeps her informed about variances.
Prepares, monitors and reconciles COO expenses.
Ensures efficient and accurate administrative systems and procedures, identifying gaps as appropriate.
Coordinates the development and implementation of administrative standards and procedures for the office. May direct and train others on office processes and procedures.
Trouble shoots and recommends solutions to IT issues in the Toronto office
Facilitates replacement of equipment or provisioning for staff in the Toronto office.
Arranges set up for new Toronto staff including equipment; removes access and retrieves equipment for exiting staffing.
Monitors issues and makes recommendations to COO for system improvements and ensures sound controls are in place.
Assumes responsibility for the management of the office operations as it relates to day-to-day running of the office.
Conducts preliminary work, including research and discussions with building management for approval by COO on all space planning/design and space/storage requirements;
Contacts Toronto landlord for various concerns in coordination with the Manager, Finance and Administration.
Oversees the ordering and inventory of stationery and supplies for the Toronto office.
Oversees the work of an Office Administration Clerk and, when necessary contract staff or students.
Completion of a college diploma in business administration or equivalent
Progressive experience, usually demonstrated through at least 5 years of providing administrative assistance to a Senior Executive
Knowledge of and experience in Indigenous communities preferred
Fundamental business skills and knowledge of general administrative procedures
Demonstrates ability to conduct research and provide effective administrative support
Proven organizational skills to ensure issues are managed within specified timeframes
Proven ability to exercise discretion, judgement and high level of professionalism
Proven communication skills
Well-developed conflict resolution, problem solving and analytical skills
Team player that demonstrates initiative
Ability to work and make decisions independently and without direct supervision
Ability to prioritize and deal with multiple projects and fluctuating deadlines
Proven skills with a variety of software packages including Microsoft Office (Word, Excel, and Power Point)
Demonstrates experience in trouble shooting and finding solutions to information technology issues
Ability to work with sensitive information with complete confidentiality.
Occasional travel between Six Nations and Toronto offices is required.
Must be able to work occasional evening and weekends and possess a willingness to travel within Canada.
How to Apply
This is a full-time position and will be based in Indspire’s Toronto office. The salary range is competitive with a great benefit package, including pension plan. We are an Indigenous organization whose mandate is to promote opportunities for Indigenous people. We encourage applications from qualified Indigenous persons and all others interested in the position. Only those candidates selected for an interview will be contacted. To learn more about Indspire, visit indspire.ca.
To apply, please forward your résumé, and cover letter to firstname.lastname@example.org or to inquire on a confidential basis, please call Donna Hall at 647-383-8792. All qualified candidates will be contacted directly.