Position: Senior Executive Assistant
Department: Administration
Role Type: Full-time
Job Classification: Existing Vacancy
Rate of Pay: $31.50 - $32.90
Work Hours: 75 hours bi-weekly
Reports to: Chief Executive Officer
Union Status: Non-Unionized
About Marathon Community Services (formally known as Gateway Residential and Community Support Services)
Mission
Through a person-centred approach, we empower individuals to live lives of their choosing. To be independent in their way and housed safely and affordably.
Vision
We envision a future free from barriers, where all people are valued, connected and empowered to reach their full potential.
Values
Respect – We treat everyone with dignity and kindness, recognizing the inherent worth of people
Inclusion – We honour diversity and actively work to ensure everyone feels seen, heard and valued
Compassion – We meet each person with empathy, understanding that everyone’s journey is unique
Empowerment – We support people to make informed choices, take charge of their own growth and persevere in the face of life’s challenges
Job Summary
The Senior Executive Assistant will be responsible for providing professional, confidential, executive level administrative support and project management for our Chief Executive Officer.
Administrative Responsibilities
- Calendar management of the Chief Executive Officer; ensuring smooth, logical flow of work and events; set up appointments and meetings; prepare agendas and attend meetings as required
- Send out meeting notifications, take minutes and distribute these to the required departments as needed
- Assist with coordination of workshop and conferences involving advertising, registration, payment processing, room bookings, and communication with travel accommodations as needed
- Prepare and distribution agency-wide surveys
- Create PowerPoint presentations, advertising information, brochures and newsletters
- Research and analyze information; create reports; maintain data and spreadsheets
- Reconcile credit card payments
- Prepare travel arrangements for the Chief Executive Officer and ensure all business-related trips are taken care of
- Update and maintain agency wide Marathon Community Services organizational charts
- Assist with meetings including room preparation, ordering meals, refreshments and clean-up
- Assist Human Resources staff as needed (filing, sending out memos/e-mails, etc.)
- Type, update/format and distribute various manuals related to all internal operations
- Maintain inventory of office supplies and order stock as needed
- Attend team meetings as needed
- Complies with Marathon Community Services policies and procedures
Operational Responsibilities
- · Board Support – act as liaison for the board of directors, organize meetings, distribute materials and assist in governance related tasks
- · Project Management – track ongoing projects, set deadlines, ensure milestones are met
- · Event Planning – help plan fundraising events, conferences or community outreach initiatives
Strategic Assistance Responsibilities
- · Data Collection and Analysis- Gather data for impact reports, grant applications, or strategic plans
- · Stakeholder Coordination- Facilitate communication with donors, partners, and key stakeholders
- · Grant Tracking- Monitor grant deadlines and coordinate submissions with the fundraising team
Requirements
- · University Degree in business administration with a minimum of 2 years’ experience in executive administration in a non-profit sector
- · College Diploma in business administration and 5 years’ experience as an executive administrative coordinator and/or assistant in the non-profit sector
- · College Diploma in a related field (Human resources, communications, finance) with 10 years’ experience as an executive administration assistant in the non-profit sector
- · A valid G driver’s license with a reliable vehicle and with proof of $1 million liability
- · Availability to work some evenings
- · Ability to work independently and as part of a team
- · Demonstrated excellent interpersonal skills
- · Demonstrated good oral and written skills
- · A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills
- · Computer literacy, including effective working skills of MS Word, Excel and e-mail required
- · Good organizational, time management and prioritizing skills
- · Strong morals and ethics, along with a commitment to staff and client privacy
- · Demonstrated commitment to ongoing professional education
- · Ability to monitor financial accountabilities
- · Physically able to perform all assigned tasks
- · Bi-lingual in both French and English is an asset
Police Clearance and Vulnerable Sector Check Requirements
To ensure the safety of the individuals we serve, all successful candidates for this position will be required to provide a Police Clearance and Vulnerable Sector Check from their local police service. A clear Vulnerable Sector Check is a condition of employment. Any prior convictions or offenses (outside the scope of the Vulnerable Sector Check) will be assessed in accordance with applicable privacy and human rights legislation. A criminal record may be considered in the hiring decision, in accordance with the Ontario Human Rights Code. Applicants will have the opportunity to discuss any relevant information once the check is requested.
Work Conditions
· Travel is required
· Manual dexterity required to use a desktop computer and peripherals
· Intermittent physical activity including walking, standing, sitting
Additional Information
AI Use Disclosure (Ontario Employment Standards Act – ESA)
In accordance with Ontario’s Employment Standards Act and related job posting requirements, this employer does not use artificial intelligence (AI) technology to screen, assess or select applicants at any stage of the recruitment or hiring process. All applications are reviewed by our hiring team.
Accommodation will be provided in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Gateway is committed to supporting a culture of diversity and inclusiveness across the organization. We believe in equal opportunity, and it is our priority to ensure a barrier-free recruitment and selection process. If you are contacted for an interview, please notify Human Resources of any accommodation needs you may have during the selection process. Information received regarding the accommodation needs of applicants will be addressed confidentially. We thank all respondents for their applications but only those selected for an interview.
Pay: $31.50-$32.90 per hour
Expected hours: 37.5 per week
Benefits:
- Dental care
- Extended health care
- Flexible schedule
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
- Vision care
- Wellness program
Application question(s):
- Do you have a University Degree in business administration?
- Do you have a College Diploma in business administration?
- Access to a vehicle?
- Availability to work days and some evenings?
- Email Address
- Phone
Education:
Experience:
- executive administration in a non-profit sector : 2 years (required)
- executive administrative coordinator and/or assistant: 5 years (required)
Licence/Certification:
- G Driver's license not G1 or G2 (required)
Work Location: In person
