Job Title
Executive Assistant
Reports To
Chief Executive Officer
Position
Full-Time; 40 hours per week
Languages
Fully bilingual in English & French; additional languages are an asset
Remuneration
$45,760 - $49,920
OVERVIEW
Reporting directly to the CEO, the Executive Assistant will be an integral part of the team, providing essential support to MAGMA’s executive leadership team. In this role, you will help fulfill MAGMA’s mission by performing a wide range of tasks.
PRIMARY DUTIES & RESPONSIBILITIES
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Manage the CEO’s calendar, ensuring efficient scheduling and time management.
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Prepare and coordinate Executive Team meetings and other major meetings such as Board meetings, Annual General Meetings (AGM) and Staff meetings, including setting agendas, taking minutes, and following up on action items.
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Maintain the office filing system, ensuring all documents are organized and easily accessible.
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Handle requests and queries, providing support as needed to the CEO & Management team.
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Provide administrative and coordination support to the Provincial Programs & Project Development Manager, including assisting with projects and grant proposal development.
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Assist with event planning. Your responsibilities may range from securing a venue and sending invitations to organizing the entire event.
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Prepare and format internal and external communications, including memos, correspondence, presentations, and reports.
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Maintain inventory for office supplies for members of the administration team.
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Represent MAGMA at various community functions and events.
REQUIRED SKILLS & QUALIFICATIONS
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A bachelor’s degree in Business Administration, Office Management, or a related field.
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At least 3-5 years proven experience as an Executive Assistant, Administrative Assistant, or in a similar role.
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Exceptional organizational and time management skills.
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Strong verbal and written communication skills.
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
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Ability to handle confidential information with discretion.
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Experience managing calendars, coordinating meetings, and handling administrative tasks.
NOTE: This job description is not intended to be all-inclusive. Employee may be expected to perform other related duties as negotiated to meet the ongoing needs of the organization.
MAGMA values the diversity of the people it hires and serves. Diversity at MAGMA means fostering a workplace where individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person's talents and strengths. In alignment with these values, diversity within departmental teams may be considered as one of several factors in the hiring process, alongside qualifications and experience.
