Executive Assistant at Centre For Women's Health and Information

Job Summary

• We are seeking an Executive Assistant to the Director to join our dynamic team. If you’re detail-oriented, proactive, and passionate about providing high-level administrative support while ensuring efficiency, this role is for you!

Scope of Work
The role of an Executive Assistant is to provide comprehensive, high-level administrative support to executives or senior management, ensuring efficient daily operations and enabling them to focus on strategic priorities. Below is the detailed scope of work:
Email and Communication Support:

• Assist the communications team in responding to CEWHIN emails, ensuring timely and professional responses.

Calendar Management:

• Create and manage schedules for corporate and personal events, appointments, and tasks.

Project Management:

• Provide research assistance and support to ensure projects are delivered on time and align with organizational goals.

Key Responsibilities
Administrative Support:

• Manage and maintain the Executive Director's calendar, including scheduling meetings, appointments, and travel arrangements.
• Handle correspondence, emails, and calls, prioritizing and ensuring timely responses.
• Prepare, proofread, and edit reports, presentations, and documents.
• Organize and maintain both digital and physical filing systems for efficient document retrieval.

Meeting Coordination:

• Schedule and coordinate meetings, including preparing agendas, taking minutes, and tracking follow-ups.
• Liaise with internal and external stakeholders to ensure seamless meeting logistics.
• Prepare briefing materials and background documents for meetings and presentations.

Travel and Logistics Management:

• Plan and coordinate domestic and international travel, including flights, accommodations, and itineraries.
• Ensure the processing of travel-related documents such as visas and expense reports.

Communication and Liaison:

• Serve as the primary point of contact between the Executive Director and internal/external stakeholders.
• Draft and review professional correspondence on behalf of the Executive Director.

Project and Task Management:

• Track the progress of key projects and initiatives to ensure deadlines are met.
• Conduct research and gather data to support decision-making and project planning.
• Provide support for organizing events, conferences, and team-building activities.

Financial and Expense Management:

• Prepare and submit expense reports, ensuring compliance with company policies.
• Assist in budget tracking and financial reporting for the Executive Director's office.

Miscellaneous Tasks:

• Stay updated on industry trends and company priorities to align support with organizational goals.
• Perform additional tasks as assigned, ensuring they align with capacity and skill sets.

Key Skills and Qualifications

• A bachelor’s degree in Business Administration, Management, or a related field. Additional certifications in office management or executive support are a plus.
• Minimum of 3 years of proven experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior-level executives.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in office software (e.g., Microsoft Office, Google Workspace) and project management tools.
• High level of discretion and professionalism in handling confidential information.
• Ability to multitask and thrive in a fast-paced environment.
• Handle confidential and sensitive information with the utmost discretion and professionalism.