Community Living Wallaceburg (CLW) is a proud and progressive organization that provides a wide range of accommodation and community-based support to over 450 individuals with intellectual and developmental disabilities across Chatham-Kent. We are dedicated to delivering services that empower people to live the lives they choose, inclusive and supportive communities.
Reporting directly to the Executive Director, the Executive Assistant provides confidential, high-level administrative and executive support to ensure the efficient operation of the Executive Director's Office. The successful candidate will be responsible for coordinating executive priorities, supporting Board governance activities, managing sensitive information, and serving as a key liaison between the Executive Director and internal and external stakeholders.
RESPONSIBILITIES
Executive Support:
- Manage the Executive Director's calendar, meetings, appointments, and travel arrangements.
- Provide administrative support to the Agency Senior Leadership Team.
- Coordinate schedules, prioritize requests, and anticipate administrative needs.
- Prepare correspondence, reports, presentations, speeches, briefing notes, and other executive documents.
- Screen and respond to inquiries on behalf of the Executive Director as appropriate.
- Maintain confidential files and records.
Board of Governance Support:
- Coordinate, schedule, and act as recording secretary at all Board of Directors meetings, including but not limited to committee meetings, General Membership and Annual General Membership Meetings, and others as required.
- Maintain Agency membership listings.
- Prepare agendas, meeting packages, and supporting materials.
- Record and distribute accurate meeting minutes.
- Maintain official corporate records and governance documentation.
- Support Board orientation, elections, and governance processes.
Project Coordination:
- Assist with strategic planning initiatives and organizational projects.
- Monitor timelines and follow up on action items.
- Coordinate special events, meetings, and organizational functions.
- Support quality improvement, and organizational reporting activities.
Communications:
- Draft professional communications for employees, families, community partners, government representatives, and stakeholders.
- Assist with internal and external communications as needed.
- Support preparation of annual reports, presentations, and other organizational publications.
Administrative Leadership:
- Develop and improve administrative systems and processes.
- Maintain records in accordance with organizational policies.
- Support document development and organization including Agency policies, procedures, and forms.
- Coordinate contracts, signatures, and document approvals.
- Support procurement and office administration as required.
Perform other related duties as assigned that are consistent with the scope of the position.
QUALIFICATIONS
Education:
- Secondary School Diploma (Grade 12) or equivalent, plus
- Diploma or degree in Business Administration, Office Administration, Public Administration, or a related field.
Experience:
- Minimum five years of progressively responsible executive administrative experience, preferably supporting a senior executive or Board of Directors.
- Experience working within a not-for-profit, healthcare, social services, or public sector environment is considered an asset.
Knowledge, Skills & Abilities:
- French language skills will be considered an asset.
- Exceptional organizational and time management skills.
- Outstanding written and verbal communication abilities.
- Strong proofreading and document preparation skills.
- Excellent attention to detail.
- Ability to manage multiple competing priorities with minimal supervision.
- Professional judgment and discretion when handling confidential information.
- Strong interpersonal skills with the ability to build positive working relationships.
- Advanced proficiency with Microsoft Office 365, including Word, Excel, Outlook, PowerPoint, and Teams.
- Familiarity with Lean Six Sigma principles
- Experience using electronic Board management software is considered an asset.
- Ability to work independently while contributing positively to a collaborative leadership team.
Requirements:
- Legally authorized to work in Canada at all times.
- Valid Ontario Driver’s License (G class).
- Personal reliable vehicle to drive self & individual(s) supported.
- Vehicle Insurance with a minimum of $1 million liability.
- Functioning and active smart phone for communication purposes.
- Satisfactory Vulnerable Sector Check (VSC).
- Standard First Aid/CPR certification (Provided by Agency).
- Safe Management certification (Provided by Agency).
- N95 Respirator Fit Testing (Provided by Agency).
- Occasional evening meetings
Pay: $30.95-$33.88 per hour
Benefits:
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Mileage reimbursement
- Paid time off
- Tuition reimbursement
- Vision care
Work Location: In person
