Executive Business Assistant - The Mississauga Food Bank

Oct 02, 2020
Mississauga, Ontario

Executive Business Assistant

The Mississauga Food Bank’s (TMFB) vision is a Mississauga where no one goes hungry. We relieve hunger in Mississauga by providing and promoting access to healthy food for people in need.

Job Purpose

Partner with the CEO to achieve organizational outcomes. Coordinate administrative/business, communications, and operations matters for the CEO and Board of Directors and serve as the point of contact for internal and external constituencies on matters pertaining to the CEO. 

Responsibilities

Administrative/Business Support (30%) 

  • Provide administrative support for CEO’s committees/meetings (i.e. prepare schedules and agendas, record minutes, prepare and review supporting documentation including financial reports, coordinate meeting details, follow through on action items and communications)

  • Manage the CEOs calendar/schedule, maximizing the best use of their time by managing requests and commitments through prioritizing requests while ensuring deadlines are met. Proactively identify, resolve, and manage calendar conflicts

  • Complete, reconcile, and ensure timely submission of expense reports

  • Manage the CEO’s task list utilizing Basecamp, monitoring meeting minutes and communications for items to be added

  • Compile reports, data, and research from within the organization and from outside sources

Communication (30%) 

  • Draft, create, prepare, edit, and proofread documents, reports, presentations, speaking notes, and correspondence using Google Suite (Drive, Docs, Sheets, Slides) on behalf of the CEO. Handle routine communications and report on actions taken

  • Ensure the CEO is informed on key issues to assist with decision-making

  • Update records in Raiser’s Edge (donor management software) with contact reports following meetings, phone calls, and emails between CEO and donors

  • Monitor CEO’s email inbox and phone calls. Flag, prioritize, and act based on urgency and subject matter

Board of Directors Support (30%) 

  • Support the Board of Directors and its committees, councils, and task forces. Balance taking direction from senior volunteers and guiding tasks to completion

  • Create agendas and governance related materials (including reports and resolutions) and ensure timely distribution of agendas and all meeting materials for Board, committee, working groups, and advisory body meetings.Take notes at meetings and use them to create draft minutes for approval by the Secretary. Complete related action items from meetings

  • Ensure legal and statutory requirements related to governance and corporate documentation are fulfilled, maintain legal documents and records such as the minute book and written governance policies. Monitor deadlines and review dates to ensure schedules of activities are followed

Other (10%)

Participate and provide assistance in activities, initiatives, and special projects as required

Skills, Competencies, and Qualities

  • Passion. A passion for mission-driven work and personal values aligned with those of TMFB. Concern for and interest in issues of poverty, food security, and social justice

  • Technical Prowess. TMFB is a cloud-based, paperless environment. Digital proficiency with advanced skills in Google Apps (we’re talking pivot tables, mail merges, data analysis); familiarity with CRM software. Experience using technology to increase productivity. Ability to figure out technical solutions when facing problems, prefer a digital solution to an analogue one 

  • Hustle/Persistence. Act without being told what to do. Can-do attitude. Tenacious and go the distance to complete work. Able to work autonomously while being aware of the importance of accountability. Identify high-value opportunities. Results-focused to a fault

  • Communication. Speak, listen, and write in a clear, confident, and brief but thorough manner using effective tools and techniques. Great sense of humour

  • Organization/Project Management. Determine strategies to move projects forward, set goals and focus on priorities, create and implement action plans, document, evaluate, and learn. Seek clarification when unsure of expectations

  • Relationship Building. High degree of emotional intelligence. Patient with a high volume of requests and ability to maintain a professional demeanor with difficult people

  • Conscientious. Committed to continuous improvement and optimization - there’s always a way to improve something. High attention to detail - nothing gets past you

  • Evidence-Based Decision Making/Problem-Solving. Draw insightful conclusions from information. Create plans that are informed by data and experience. Assess situations to determine the importance, urgency, and risks, and make decisions in the interests of TMFB

  • Flexibility/Adaptability. Embrace a changing work environment while maintaining effectiveness and efficiency. Adjust to changing priorities and conditions without crabbiness

Education and Experience

  • Undergraduate degree or college diploma in Business Administration or a related field

  • 4+ years’ successful experience supporting an executive. 

  • Experience in the non-profit or voluntary sector, working with Boards of Directors and committees preferred

Relationships:

This position reports to the CEO. Internally, works closely with the Board of Directors and staff Leadership team. Externally, communicates with all types of community stakeholders

Position Type:

Permanent, full-time (39 hours per week). Flexibility in work schedule required as special events may be scheduled outside regular business hours

Compensation

Starting salary of $50,000-55,000 plus:

  • funding for professional development

  • paid mobile phone

  • comprehensive benefits plan and matched group RRSP (after 3 months’ employment)

  • Annual cost-of-living and performance based salary increases

Environment

We value the contributions of our staff, so we have a professional workspace, up-to-date technology, and a lunchroom with all the tea or coffee you can drink! The staff team laughs a lot, pitches in during all-hands-on-deck times, and enjoys celebrating at outings a couple times a year. 

 

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