Executive Assistant

We are seeking a highly skilled Senior Administrative Support Specialist to provide complex administrative support to the Executive Director and the Administrative Services Division. This role involves coordinating meetings, managing records, overseeing office functions, and guiding other administrative staff.

Key Responsibilities:

• Provide executive-level administrative support, including scheduling, travel arrangements, and document preparation.
• Manage communications with external agencies and maintain membership records.
• Coordinate General Assembly and Executive Committee meetings, including agenda preparation and minute-taking.
• Maintain master files per Records Retention Policy and oversee front office operations.
• Organize major meetings and workshops, ensuring logistical arrangements are met.
• Assist with project tracking and address building and facilities issues.

Qualifications:

• Minimum of 4 years in a professional administrative role, preferably in government or nonprofit sectors.
• High school diploma or equivalent; post-secondary education in office or business administration preferred.
• Strong organizational, time management, and multitasking skills.
• Proficiency in Microsoft Word, Excel, and Outlook; excellent written and verbal communication skills.
• Experience in vendor contract negotiation and management.

Preferred Experience:

• Familiarity with governmental operations, open meetings laws, and records retention best practices.
• Experience with website content management