Grassroots human rights advocacy and a lifeline for our community

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Full-time Job Postings

Executive Assistant (Toronto)

The Executive Assistant reports to, and is responsible for partnering with, the CEO and the COO to monitor and successfully deliver against business and department objectives, manage administration, expenses, calendar, travel, events, correspondence and presentation activities and show a keen interest and general knowledge of B’nai Brith Canada.

Role-specific Accountabilities

  • Has deep experience and knowledge of the administrative function. Anticipates administrative needs of B’nai Brith Canada and contributes to improving administrative structure, processes and procedures, as required.

  • Able to prioritize and/or make a broader range of decisions of increasing impact on behalf of the CEO.

  • Proactively manages a complex calendar, including scheduling internal and external meetings, calls, appointments and travel.

  • Supports the CEO in managing all meetings (ensures preparation for any carry forward action items) and in documenting and following up on resulting action items, as appropriate.

  • Supports the CEO and COO in coordinating and preparing for Board and Committee meetings.

  • Responsible for planning and running the bi-annual Toronto Food Basket program:

    • Determine and purchase all the required food that will be put in the baskets.

    • Liaise with the various Jewish social service agencies for a list of recipients to receive the baskets.

    • Coordinate the delivery of the food and the filling of the baskets event.

    • Create the routes for the volunteers to deliver the baskets.

    • Coordinate with our lodges and the Media Department to make sure the various social media outlets (Facebook, Twitter) promote the Basket program so that we are assured of volunteers to assemble the baskets as well as deliver.

    • Coordinate and facilitate the serving of breakfast prior to volunteers beginning the delivery.

  • Responsible for serving as the coordinator of B’nai Brith’s Affordable Housing program in Toronto.

    • Front-line response to individuals seeking housing in our various affordable housing buildings.

    • Dealing with tenants' issues and interfacing with the Property Managements in four of our buildings.

    • Maintain the waiting list for the buildings as appropriate and redirect calls for subsidized and market rent housing to the other property managers.

    • Attend the affordable housing board meetings as well as some of the programs organized by B’nai Brith in the buildings.

    • Responsible for Cemetery Plot Allocation and for maintaining the records for our cemetery sections in Toronto as well as dealing with requests from the Montreal Office relating to their cemetery issues.

    • Communicate with lodges as it pertains to information that they require and various and sundry items.

    • Segregating the incoming daily mail and answering general phone inquiries and redirecting calls as appropriate.

    • Book and manage travel arrangements, itineraries or other related duties.

    • Work closely with external partners, assistants, vendors and other stakeholders to schedule meetings or events.

    • Reconcile credit card expenses and performs expense reporting, as required.

    • Responsible for general office administration including ordering supplies and coordinating staff/event/vacation calendars.

    • Work closely with other staff to increase efficiencies and provide overall support.

    • Conduct work in professional, friendly, easily accessible and approachable manner.

    • Handle highly sensitive and confidential matters relating to the daily activity of the CEO, COO and/or organization.

    • Other duties as assigned.

Position Requirements

  • College diploma or undergraduate degree is required.

  • Minimum 10 years administrative support experience; minimum 5 years at a senior executive level (with Board and external responsibilities), in a fast-paced and highly visible organization.

  • Proactive, self-starter who takes initiative, owns projects and meets deadlines aligned with business objectives.

  • Exceptional (written and verbal) communication skills and interpersonal skills. Develops lasting, positive and value-adding relationships.

  • Demonstrated ability to maintain full confidence and earn the trust and respect of stakeholders while displaying the utmost integrity and discretion.

  • Experience with complex calendar management, booking high profile meetings, events, scheduling travel and managing expense reimbursement process.

  • Proven attention to accuracy and detail, highly organized with the ability to prioritize and multi-task under pressure and with time-sensitive deadlines.

  • Technologically savvy and highly proficient with Microsoft Office (Word, Excel, and PowerPoint) and other applications, as required.

  • Available to work irregular/flexible hours with a workload that fluctuates based on the organization’s priorities and time-frames.

To apply, please send your resume and cover letter to Judy Foldes at jobs@bnaibrith.ca.

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