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Executive Assistant

  • Posted:Oct 18, 2019
  • Apply by:Dec 16, 2019
  • Job Type
  • Full Time
  • Job Level
  • Experienced (non manager)
  • Location
  • Toronto, ON
  • Impact Area
  • Other
  • Impact Category
  • Nonprofit
  • Company Type
  • Nonprofit

About this position

Calvin and Alex are doing amazing things.

So are thousands of other young leaders across the country, all committed to revolutionizing mental health in Canada. The job of our staff team is to support these young leaders as they do their important work, and we are busier than ever!

Who is especially busy? Our Executive Director Eric and our Vice President Jesse. These two spend their days working on programmatic partnerships, meeting with important funders, and guiding our organization to dream big for the future of youth mental health in Canada. Right now they also spend a lot of their days responding to emails, arranging meetings, and trying to stay organized.

That’s where you come in.

We need an efficient, energetic, and enthusiastic person to give our ED and VP the support they need, so that they can keep their focus where it belongs: on revolutionizing youth mental health.

If you are the most organized person you know, if you love crossing things off your to-do list, if you understand how important behind-the-scenes work is… we’d like to talk to you.

Specifically, this job will involve:

  • Taking things off the ED & VP’s plates – this means being on top of their to-do lists and jumping in to handle whichever tasks you can, whether that’s running to the post office, researching a conference, editing a presentation, or writing a reference letter
  • Administrative tasks – filing, photocopying, tracking purchases, credit card reconciliations, etc.
  • Email management – you will read all their incoming emails, triage requests, handle or draft responses, and keep track of follow-ups
  • Scheduling – you will take over the logistics of their calendars, including travel arrangements, and make sure they have protected time to work uninterrupted
  • Relationship management support – this could mean researching guests, tracking details in Salesforce, minute-taking in meetings, writing thank you cards, and remembering important follow-ups
  • Liaising between staff and the ED & VP – you will help staff get the time and answers they need in a way that is efficient and
    effective for everyone

We’re looking for someone who:

  • Has demonstrated experience in a similar role (i.e. assisting senior leaders so they can focus on the big stuff)
  • Has experience with administrative tasks: scheduling, minute-taking, responding to emails, organizing information, research, and greeting guests
  • Is highly organized with a great memory, and is a stickler for getting the details right
  • Has great communication skills, especially written. You will be writing a lot of emails to a variety of different people, often with very quick turnaround times. You will also need to communicate quickly and clearly with the VP and ED to remind them of tasks and ask any necessary questions
  • Has the right attitude. Do you ask “what more can I do” and never say “that’s not my job”? Do you get satisfaction from helping others do their best work? Are you happy working behind the scenes?
  • Is tech-savvy – we use G Suite, Asana, Salesforce, Adobe, and more.
  • Has good judgment and a calm demeanor. You need to juggle multiple demands, prioritize, and get things done with minimal oversight or direction
  • Has maturity, patience, professionalism, and confidentiality in spades

What’s in it for you?:

  • A full-time, permanent position; $40,000 per annum
  • A comprehensive benefits package, including $2,000 annual coverage for mental health services, accessible from the first day on the job
  • Working for an organization that supports professional development and that will invest time and money into your growth
  • A flexible, trust-based culture: we offer unlimited sick days, flex hours, and remote work opportunities
  • A fun, exciting environment filled with an amazing group of driven, talented people and a few friendly, adorable dogs (check us out)
  • In addition to vacation allowances, we offer winter and summer office closures so that we can all recharge simultaneously
  • A chance to shape the growth of an aspirational, well-funded organization and make a significant impact on the mental health and well-being of young people across Canada

What to expect:

  • We typically do two rounds of interviews: one by video chat that lasts ~20-30 minutes, and one in-person at our office that lasts between 1-1.5 hours. We don’t ask any trick questions – we just want to get to know you and give you a chance to see if we’re the right fit for you as well!
  • Final candidates will be asked to complete a small case study so you can show us your skills in action. We do our best to keep these reasonable and will only ask you to complete this step if you are one of our final candidates.

If this sounds like the role for you, apply here {https://secure.collage.co/jobs/jackorg/13686} with your resume and a cover letter of no more than one page. We are hoping to fill this role ASAP, and applications will be reviewed as they are received. So don't delay!

Jack.org is committed to building a team that represents a variety of backgrounds and perspectives. We encourage people who are reflective of the diverse communities we serve to apply to join our team.

Jack.org welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the hiring process.

Thank you for applying!

About us

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