Executive Assistant
Job Description
Job Purpose:
The Executive Assistant is responsible for a wide variety of administrative duties in support of the New Dawn Enterprises President, Eltuek Arts Centre, Café and Catering, Properties, and Healthcare Divisions.
In this integral operational role, you are the first point of contact for New Dawn Enterprises, the first community development organization in Canada, and its clients, tenants, collaborators, and the public.
Your duties include but are not limited to hosting the New Dawn Centre welcome office, managing events and catering for Eltuek Arts Centre, and providing operational support to the Healthcare Director and Division.
Confidentiality and professional interactions with employees, management, clients and tenants, and the community will be required.
Service and excellence are top-of-mind for you, and you are always looking for ways to improve how and what we deliver to the community and our guests, clients, tenants, and partners.
Duties and Responsibilities:
Executive Office:
- Provide administrative and office management support to the President/CEO.
- Assist in coordination of logistics of special events and meetings including Board meetings, Annual General Meeting, annual Board retreat, and others as required.
- Review (and on occasions develop) documents, reports and correspondence prepared for CEO for format, content, grammar, spelling, make edits as necessary and distribute as instructed to stakeholders.
- Assist the CEO in preparation of board meeting agendas and supporting materials for distribution. Transcribes and compiles board (and other as required) meeting minutes.
New Dawn/New Dawn Centre Reception:
- Receive, screen, and direct in-bound telephone calls, e-mails, and visitors.
- Receive and distribute incoming mail and courier deliveries (New Dawn and the New Dawn Centre); collect and mail New Dawn mail and packages at the Sydney post office.
- Manage boardroom bookings calendar for New Dawn Centre boardroom.
Eltuek Event and Catering Coordination
- Manage the complete event experience for guests and clients.
- Receive and respond to event requests via phone, e-mail, in-person, and social media.
- Provide Eltuek events package and answer questions of guests.
- Complete intake process for bookings, ensuring that you understand the type of experience the guest is looking for and the specific logistics that need to be conveyed to Eltuek/Catering staff.
- Complete intake for catering, paying attention to allergies, event/meal objectives, event/meal timing, custom menus, guest budget, group size, etc.
- Complete/provide guests with contract; ensure contract is received and filed.
- Provide space details to Eltuek and catering details to kitchen.
- Follow up with guests should questions arise from Eltuek or catering.
- Send reminder to guest, Eltuek and catering one week prior to event.
- Ensure complete information about booking is input into bookings calendar.
- Attend to any last-minute details to ensure guest satisfaction.
- Record and provide all required information for invoicing.
- Look for ways to improve New Dawn processes and guest experience.
Healthcare Division and Meals on Wheels
- Support the Director of Healthcare in the execution of division tasks
- Support the Meals on Wheels Program Coordinator in the execution of tasks
- Support the ND Homecare Nurse Care Manager in the execution of tasks
New Dawn Properties
- Maintain New Dawn Centre tenant e-mail list
- Maintain New Dawn Centre electronic lobby directory
- Manage New Dawn Centre bulletin boards/posters: once/month remove posters off windows walls and check for expiry of posters on bulletin boards
- As needed, send electronic communications to New Dawn Centre tenants
- Receive tenant work orders (in-bound phone calls, e-mails, visitors) and input pertinent information into Domun Link database; distribute work orders to the appropriate personnel.
- Receive tenant rental payments (debit and/or cash) and issue receipts.
Fundraising
- Data entry of all donor information and gifts made to all New Dawn charitable organizations into New Dawn’s Donor Perfect system; ensure Donor Perfect is up-to-date.
- Process payments by credit card (in-person), cash, and cheque and ensuring that these payments are properly recorded, receipted, and conveyed to the accounting team
- Ensure proper processes for donor experience and stewardship are adhered to in all cases; assume responsibility for seeing process through from beginning (gift) to end (thank-you).
Core Competencies
- Time Management
- Ethics and Integrity
- Problem Solving
- Multitasking
- Teamwork
- Communication
- Planning and Organizing
- Accountability and Dependability
Qualifications
- Good interpersonal skills
- Exceptional attention to detail
- Highly organized and works well under pressure
- Able to work independently, as well as with a team
- Willing to accept responsibility, show good judgment, initiative, and resourcefulness.
- Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point).
- Proficient in the use of office equipment (computer, voice mail, copier, binding)
- Maintains positive working relationships to achieve goals of the organization.
- Adheres to principles of confidentiality, complies with training and ethical guidelines.
- Values working in a collaborative environment.
Work Conditions
- Monday to Thursday 8:00am to 4:00pm or 9:00am to 5:00pm (during Reduced Work Week Pilot period)
- Interacts with employees, management, and the public at large in an office setting
- Overtime may be required; working evenings/weekends as needed
- Environment can be noisy at times
- Repetitive Work
- Working alone