Executive and Operations Assistant

In by AIM Opportunities

JOB DESCRIPTION:

  • The Executive and Operations Assistant is responsible for ongoing support to the Executive Director, Board of Directors and for providing leadership and coordination for the day-to-day operation of the Executive Office.
  • Identifies administrative issues with potential impact to the operation of the Executive Office; recommends solutions and courses of action to deal with issues. (e.g. develop a template for formatting memos for the Executive Director’s correspondence).
  • Composes important and confidential correspondence requiring a broad knowledge of organizational operations and procedures for the Executive Director’s review.
  • Maintains the Executive Director’s agenda and schedule as it relates to day-to-day activities while addressing conflicting priorities.
  • Uses judgement and knowledge of organizational issues, priorities and relationships to respond to requests for meetings with Board members, employees and federal partners.
  • Ensures travel and accommodation arrangements are made and expense accounts are prepared and submitted for the Executive Director in an accurate and timely manner.
  • Reviews incoming and outgoing correspondence and materials directed to the Executive Director and brings significant items to their attention.
  • Coordinates meetings by arranging boardrooms, preparing agendas and support materials, and prepares and distributes minutes.
  • Maintains corporate records: ensures electronic version of minutes are posted on Intranet, hard-copy to be kept on file, official “Approved” minutes to be signed by Executive members of Board / Committee members with copy kept on file.
  • Assumes a leadership role in event planning, organization, coordination of conferences and other related events such as: organizes facilities and manages all events’ details etc. décor, catering, entertainment, transportation, location, equipment, and promotional material depending on the event.

JOB REQUIREMENTS:

  • A minimum of 5 to 7 years of progressively related work experience.
  • A Bachelor’s degree in business administration or related field, or an equivalent combination of education and recent relevant work experience.
  • A minimum of 2 years of supervisory experience
  • Proven ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature.
  • Excellent organizational and time management skills to effectively handle issues simultaneously and meet scheduled timelines.
  • Exceptional knowledge of the Microsoft Office suite including Word, Excel, PowerPoint, Outlook and Internet.
  • Good understanding of budget process.
  • Strong event planning abilities to see events through from start to finish.
  • Ability to work in a fast paced environment and handle a number of issues simultaneously.
  • Experience working with First Nations and an understanding of First Nations health, social and information management issues will be considered an asset
  • Consideration will be given to First Nations candidate. Applicants are encouraged to self-identify.

CONTACT: Kim Innes at kinnes@theaimgroup.ca

ABOUT THE AIM GROUP:

The AIM Group Inc., a Canadian company founded in 1988, is a national supplier of professionals in the IM/IT, Engineering & Technical, and Professional Services. The cornerstones of our service-delivery approach are integrity and fairness.

The AIM Group Inc. is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veterans status, Aboriginal/Native American status or any other legally-protected factors.

The AIM Group would like to thank all applicants for their interest. Only qualified candidates will be contacted, and resumes will be kept on file for future consideration. Resumes will not be submitted to other parties without consent.

To apply for this job email your details to frontdesk@theaimgroup.ca.

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