Executive Assistant

Title: Executive Assistant

Employee Working Location: Partially Virtual / Hybrid (Saint-John, NB)

Employment Status: Permanent Full-time

The Canadian Red Cross (Red Cross) - an inspirational not for profit organization, helps people and communities in Canada and around the world in times of need and supports them in strengthening their resilience. As a Canada's Best Employers 2024, we are committed to having an accessible, diverse, inclusive, and barrier-free work environment.

In this role, you will :

• Provide comprehensive administrative support to one or more senior leaders, including managing calendars, scheduling
  meetings, preparing agendas, and recording meeting minutes.
• Coordinate team-wide activities such as staff meetings, planning sessions, and special events, ensuring smooth logistics and clear communication.
• Arrange travel for senior leaders and team members as needed, including booking transportation and accommodations, and preparing itineraries.
• Support onboarding of new team members by developing onboarding schedules, coordinating with relevant departments, and facilitating access to tools and resources
• Serve as a central point of contact for internal and external inquiries, managing and prioritizing email, phone, and other
  communications on behalf of the leaders and team.
• Draft and prepare correspondence, reports, and presentation materials with attention to accuracy, tone, and confidentiality.
• Compile and organize data to support reporting, decision-making, and planning processes across the team.
• Maintain organized and accessible filing systems, both electronic and physical, to ensure effective record-keeping and
  information retrieval.
• Manage sensitive and confidential information with discretion, judgment, and adherence to privacy requirements.
• Monitor office operations and provide general team support, including maintaining supplies, coordinating shared resources,
  and identifying opportunities to improve administrative processes.
• Contribute to financial administration by tracking expenditures, preparing expense reports, and supporting budget
  documentation as required.
• Support the administration and routine operations of CRC facilities with focus on the employee's home office
• Support the administration and compliance with Occupational Health and Safety requirements at CRC facilities with focus on the employee's home office
• Support financial administration through management of assigned portfolios such as petty cash oversight and receipt of donations

What we are looking for :

• Qualifications include a minimum of 4-5 years' experience and a 1-2 year post-secondary certification/diploma in business
  administration, office administration or a related field and/or an equivalent combination of education and experience.
• Proficiency in Microsoft Office applications (Word, Outlook, Excel, PowerPoint) and SharePoint is required.
• Ability to identify and resolve issues, by applying standard procedures and functional or organizational knowledge.
• Communication skills, diplomacy and empathy to interpret information and deliver advice, clarify client or stakeholder needs, offer solutions, and resolve escalations in new or somewhat sensitive situations.
• Ability to exercise discretion and judgment in handling sensitive and confidential matters.
• Ability to manage time effectively by prioritizing tasks, scheduling meetings, and ensuring that deadlines are met.
• Ability to be adaptable, flexible, and capable of handling unexpected changes and challenges

Working Conditions :

• As we work with and support people (managers, colleagues, beneficiaries/customers, volunteers, donors and external partners) and communities in Canada and around the world, applicants whose first language is not English may be required to perform the responsibilities of the role in English.
• Eligibility to work in Canada: At this time, we welcome applications from candidates eligible to work in Canada. If you are not a citizen or permanent resident of Canada, we encourage you to carefully review your visa to find out whether you are eligible to work in the job you are considering applying for. Refer to our FAQ for more information.
• If you are selected for this role, you will be required to complete a successful pre-employment screening process which includes a satisfactory Enhanced Police Information Check (E-PIC).