Administrative Assistant to Executive Director The Views Temporary Full Time 006N26

1. Maintains and manages appointment schedule and time commitments for the ED through methods such as receiving appointment requests and meeting/conference invitations determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required.
2. Responds to verbal and written communication directed to the ED. Responsibilities include screening requests and inquiries making a determination on importance/urgency of request providing a response and/or forwarding to others for reply. Liaises with community and government agencies on behalf of the ED/EMD to respond to and/or share information and ensure follow-up by relevant staff on emergent issues.
3. Produces and maintains a variety of documents including correspondence memos meeting agendas and reports utilizing various word processing and spreadsheet software packages including creation of files tables and spreadsheets. As requested investigates gathers and compiles information on issues and drafts reports outlining alternative options and recommendations. Distributes documentation such as correspondence and reports.
4. Screens incoming materials prioritizes items for immediate attention and distributes. Responds to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Processes incoming and outgoing mail.
5. Makes arrangements for travel and accommodation for a variety of personnel for attendance at industry meetings and conferences by performing duties such as contacting travel agency confirming reservations establishing an itinerary collating and submitting expenses.
6. Coordinates and manages internal and external requests inquiries invitations etc. determining urgency and nature of requests. Schedules takes necessary action and/or designates for follow up.
7. Responds to verbal and written communications within the Administration portfolio on behalf of the Executive Director and the Director of Site Support Operations or drafts for signature as appropriate.
8. Coordinates with the HR Administrator to post new jobs on the posting board print employee badges print wellness memos give employees union cards scan documents and set up new employees in the computer system.
9. Liaises with community groups and government agencies on behalf of the organization to respond to and/or share information and ensure follow-up by relevant staff on emergent issues.
10. Produces a variety of documents including correspondence memos meeting agendas and reports utilizing various software programs.
11. Investigates gathers and compiles information on issues and prepares reports to the Executive Director and the Director of Site Support Operations outlining options and recommendations.
12. Assesses incoming materials and prioritizes for immediate attention and distribution.
13. Participates in a variety of meetings through methods such as drafting agendas compiling background materials including reports and handouts attending and recording meeting proceedings preparing and distributing minutes and taking follow-up action such as drafting correspondence ascertaining status of item/issue investigating and designating items.
14. Support the organizations internal and external communications with media writing assignments and updates to the intranet internet and social media. Develops and manages relations with internal and external stakeholders and audiences to convey required messaging.
15. Designs and maintains a records classification systems for the Administration portfolio for records such as correspondence reports policies contracts and agreements.
16. Coordinates travel arrangements and accommodations as requested by the Executive Director and the Director of Site Support Operations for attendance at industry meetings and conferences.
17. Participates in a variety of projects and assignments. Responsibilities include researching information tracking compiling and analyzing data interpretation and application of legislation regulations bylaws policies and procedures.
18. Assist staff with computer-related issues such as resetting passwords setting up laptops/computers troubleshooting Wi-Fi issues opening a help desk ticket.
19. Performs other related duties as assigned.

Required Experience:

IC