Executive Assistant

Purpose and Scope

Under the direction of the Executive Director, this position provides administrative and financial support to the Executive (CEO/Executive Director & Board of Directors) of Opportunities Yukon. This position also assists the condominium corporation board (for Cornerstone Community Residence) with administrative support. 

The Executive Assistant will present a positive and professional image of the organization when interacting with employees, clients, visitors, and other external stakeholders. This position is also required to maintain high confidentiality to protect the rights and privacy of all Opportunities Yukon clients and program residents.

Task Related Skills & Duties

• Provide administrative and executive support to the CEO/Executive Director and Board of Directors. The position acts as a point of contact for the executive between employees, clients, and other external partners. 


• Assists the Executive in the:
  
  
  
  • preparation of agendas for meetings, and transcribing and distributing meeting minutes as required;
  
  
  • preparation, review, and editing of various forms of correspondence such as letters, invoices, presentations, publications, and reports;
  
  
  • reviewing all documents, reports, and correspondence prepared for executive/management signature for proper format, content, grammar, and spelling; making edits as necessary;
  
  
  • creation and distribution of monthly, quarterly, and annual administrative and financial reports;
  
  
  
  


• Organize, maintain, manage, and coordinate office and client records and files


• Assist with the coordination of training workshops, including but not limited to booking facilities, preparing training materials, and managing catering.


• Provide backup to the Receptionist in directing phone calls and distributing correspondence.

Working Environment

• The position regularly works in an office environment, manages competing demands and priorities, and interacts with others under varying circumstances, including highly sensitive situations.


• Interaction with employees, management, and the public at large;


• Extended periods of sitting in front of a computer screen (sit/stand desk available).

Knowledge, Skills and Abilities Required

• Excellent verbal and written English communication skills required;


• Proficient in Microsoft 365 applications (Word, Excel, and Outlook);


• Strong attention to detail and highly organized;


• Ability to prioritize, manage and successfully complete conflicts, demands and tasks;

• Cross-cultural awareness and sensitivity
  

Education/Training/Certification Desired

• Successful completion of an office administration, business administration or related program;


• A combination of education and experience will be considered.

Conditions of Employment

• Vulnerable Sector RCMP Security Check


• Class 5 Driver’s License with a minimum of 3 years of Canadian insurance history