Executive Assistant
Executive Assistant
Posted on :
19-05-2025
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1 Vacancy
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Job Description
Job Title:Executive Assistant
Department:Core
Reports To: Executive Director
Hours of Work:8:30 a.m. to 4:30 p.m.
Location: 458 Fairall Street Unit 4 Ajax ONL1S 1R6
Job purpose
Reporting to the Executive Director the Executive Assistant provides highlevel executive and operational support to the Executive Director by proactively and efficiently maintaining the general activities and flow of the workplace. The successful candidate will play a pivotal role in ensuring the smooth operation of the agency by coordinating various administrative communication and organizational tasks.
The Executive Assistant will be accountable for contributing to key initiatives and projects while confidentially interacting with the Management Team and staff as required. The successful incumbent will act on high volumes of information and requests and determine appropriate actions.
Company Overview
Community Development Council Durham (CDCD) is an independent notforprofit social planning organization that has been working to enhance the quality of life for individuals families and communities in Durham for 55 years. We organize a variety of research community development and social planning initiatives as well as administer and deliver front line social service programs. Please visit us at for more information.
Duties and responsibilities
- Using clientcentered antioppression antiracism traumainformed genderbased analysis plus and strengthbased approaches build relationships and establish rapport with existing community partners vendors landlords clients and staff.
- Maintain confidentiality and privacy protection measures for all community partners landlord vendors staff and clients.
- Promote a highfunctioning teamwork environment that is inclusive harmonious cooperative efficient and productive.
- Participates in promoting a positive workplace culture through agency committee membership and departmental activities.
- Collaborates closely and effectively with the Executive Director.
- Organize the Executive Directors calendar.
- Support the development of agendas and prepare and distribute meeting minutes as required.
- Draft and review correspondence memos presentations reports and other documents on behalf of the Executive Director.
- Maintain confidential and sensitive information with profound discretion and professionalism.
- Coordinate and arrange agencywide events meetings and conferences ensuring effective planning and organization.
- Assist with ad hoc projects that may arise such as staff initiatives strategic planning or organizational changes.
- Create manage and keep uptodate a centralized agencywide calendar share the calendar with relevant team members and departments ensuring they have appropriate access rights.
- Effectively prioritize conflicting demands address matters promptly take proactive actions and see projects through to successful completion.
- Serve as a liaison between the Executive Director Management Team and other relevant internal and external stakeholders.
- Follows up promptly and efficiently with the Management Team to ensure they are wellinformed about upcoming commitments and responsibilities.
- Collaborate with HR to systematically maintain and update company organization charts telephone extension list emergency fanout list and languages list spoken by CDCD staff (electronic database and hardcopy).
- Maintain and refine internal processes that support the management team and interdepartmental collaboration.
- Assist with various marketing tasks as needed such as reviewing promotional materials ensuring adherence to the agencys brand guidelines.
- Work with the finance team to coordinate effective maintenance of the facility.
- Collaborate with IT and finance to maintain capital assets inventory.
- Participate in promoting positive workplace culture through committee membership and agency activities.
- Manage routine office responsibilities including ordering supplies.
- Other duties as assigned by the Executive Director.
Qualifications
- Degree or diploma in public administration business administration or a related field.
- Proven experience in an executive administrative role.
- Experience in the nonprofit sector with an understanding of the Agencys role as a support service provider and the issues that face a modern nonprofit organization is preferred.
- Strong clear and professional communication skills (written and verbal).
- Ability to demonstrate initiative and work proactively in a highly organized manner where attention to detail accuracy discretion and confidentiality are critical.
- A strong team player with the ability to work collaboratively or independently to achieve goals.
- Strong digital literacy (Excel Word PowerPoint Outlook).
- Experience in planning and coordinating events.
- High level of professionalism and ability to deal effectively with all levels within the agency as well as external partners.
Additional Requirements
- The Executive Assistant will work out of an office environment and will be required to lift up to 20 lbs. Prolonged sitting is required.
- The Executive Assistant will need to be flexible in the case of attending evening and/or weekend meetings and events as required.
- A valid Ontario drivers license (Class G) use of a vehicle and insurance with the ability to work in a variety of settings is an asset.
- Successful candidate must provide an acceptable vulnerable sector check prior to commencing employment.
APPLICATION PROCESS: Applicants are requested to submit their resume and a cover letter stating salary expectation while outlining their strengths experience and aptitude to fulfill the position requirements.
CDCD thanks all applicants for their interest; however only those asked for additional information and/or selected for an interview will be contacted.
CDCD is committed to providing equal opportunity to all employees. We strive to create a diverse and inclusive workplace that represents the cultural mosaic of the Durham Region and the communities we serve. We recognize the value that comes from the different viewpoints unique experiences and diverse perspectives of our employees who bring fresh new ideas to our business. Diversity plays a key role in our ability to deliver our mission.
CDCD is strongly committed to diversity and inclusion within its community and encourages applications from Indigenous peoples racialized persons/persons of colour persons with disabilities women LGBTQ2S persons and others who may contribute to fostering innovative ideas and solutions.
As an employer CDCD has a duty to accommodate potential candidates throughout the hiring process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act 2005.
Employment Type
Full-Time
Key Skills
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