Job Title

TheExecutive Assistant(EA)atHopes Homeprovidesadministrative supportto the CEO and CFOand acts as Hopes Home Board Secretary.Theyareresponsible fora wide range of administrative dutieswhichallows the CEO and CFO to effectively manage theday-to-daypriorities and responsibilities.On behalf of the CEO, theEAcommunicates andcollaborates with external stakeholders, theBoard of Directors, internal departments and others toconveyrequiredinformation,set upmeetings and eventsand ensure theday-to-dayoperations run smoothly.This position has one direct report, which is the Administrative Assistant to the Senior Managers. Responsibilities. Administrative Duties. Serve as the primary point of contact for internal and external constituencies on all matterspertaining tothe CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate courseof action, referral, or response, exercising judgement to reflect CEOs style and organization policy. Provide calendarmanagement for CEO and CFO.Prioritizeworkand requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day to day engagements. Complete a broad variety of administrative tasks that facilitate the CEOs ability to effectively lead the organization,includingassisting with special projects; designing and producing complex documents, reports, and presentations;scheduling,collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists;complete travel requisitions; reconcile master cardand completeanyexpense reports. Work closely with the CEOand CFOto keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a barometer, having a sense for the issues taking place in the environment and keeping the CEOand CFOupdated. Anticipate CEOand CFOneeds in advance of meetings, conferences, etc. Onboard and offboardall CEOand CFOdirect reportscompleteall requirements in thenew hire packageandall requirements fortermination, including IT requests. Act as a liaison and provide support to the Board of Directorsand the Board Committeesas the Board Secretary.Arrange and handle alllogisticsfor Board meetings and events; schedule meetings; draft agendas; develop,compileand distribute presentation materials; and record meeting minutes; adhere tocompliance with applicable rules and regulations set in bylawsregardingBoard matters. Coordinate, create agendasandmeeting packages,and take minutes at all Hopes HomeExecutiveTeammeetings. Gather agenda items and schedule the monthly provincial team meeting. Assist with PD Days, strategic planning and other staff meetings and events as needed. Ensure technical requirements for Hopes Home committee/team meetings are set up and functioning in advance of the meeting. Providesupport andconsultationto theFundraising and Marketing teamregardingevents,grantsand partnerships. Liaisewith the Ministry of Immigration and TrainingandadministerHopes Homejob grantsapplications,approvalsand follow up. Attend meetings with government ministries and take notes,identifyaction items. On behalf of CEO, collaborate withvariousministries(Ministry of Education, Social Services, Health) and SHA, schedule meetingsandattend to take notes andidentifyaction items. Attend both the CEO and CFOs one on one directs and take notes,identifyaction items, file in SharePoint. Other duties as assigned. Leadership Lead and manage theAdmin Assistant to the Senior Managers: Recruit, onboard and trainnew direct report. Coach and provide daily feedback and mentorship. Oversee their professionaldevelopment: Ensure operational goals andobjectivesare set with each direct report. Ensure professional development plan is in place. Receive updates and provide feedback in the moment and at regular operational and individual direct report meetings. Address and manage any performance concerns with direct reports. Approvevacations, andtime and attendance for direct reports. Occupational Health and Safety. Create a psychologically safe work environment (resolve conflicts in respectful ways and ensure a fair resolution, provide an environment where employees feel safe and supported to share ideas, listen, learn from, and seek to understand the ideas of others). Complete all required OHS training. Monitor, report and resolve any safety hazards in the work environment. Qualifications. A minimum of 4 years experience providing senior leadership/executive support. Experience working with a Board of Directors an asset. Skills and Abilities. Strong organization and time management skills. Astrong teamplayer and collaborator. Able to take direction and work independently. Flexible and adaptable to changing conditions. Ability to multitask and take multiple requests at one time from various people. Ability to take notes and minutes electronically. Excellent communication skills, both written and verbal. Excellent interpersonal skills. Strong attention to detail. Ability tomaintainconfidentialityof all sensitive andcritical information. Strongproficiencyin Microsoft Office Word, Excel, PowerPoint, Outlook, Teams, and SharePoint. Working Conditions. Monday to Friday, typical office hourswith flexibility in start and end times. Extra hours in addition to the standard workday may berequiredat times. Physically able to safely work with objectsup to 50 pounds. Travel to other locations within the province may berequiredat times. Work in an office environment with prolonged periods of sitting. Required to volunteer at events and activities. Job Type: Permanent Full Time Number of Available Positions: 1 Location: Hopes Home Head Office, 2200 25th Ave Regina #J-18808-Ljbffr