Senior administrative assistant

The incumbent will be primarily responsible for providing administrative support to the President & CEO and the management team. In addition to managing the President & CEO’s agenda, the incumbent will provide administrative support in preparation of various committees, including Board of Directors’ meetings and its sub-committees. The person will also contribute to preparing correspondence for the CEO and the management team. Finally, the incumbent will cover the reception desk on a regular basis and will provide administrative support for the processing of donations received in person and by telephone.

Main responsibilities

• Manage the agenda of the President & CEO, coordinating and following up on meeting requests and other activities;
• Assist the President & CEO in drafting and/or revising letters for major donors and other business partners;
• Provide administrative support for meeting preparation such as the Board of Directors and other committees;
• Support the Foundation’s management team in certain aspects of their work planning, in the organization of meetings, in the production of presentations and reports or in certain special projects;
• Perform general clerical and secretarial duties. Prepare correspondence and various documents using Microsoft Word and PowerPoint;
• Ensure replacement of the Administrative Assistant at the reception desk during their absences, for which the key duties are: welcome visitors and respond to their requests, process donations received in person and by telephone, and perform various related administrative tasks;

Education and experience

• Secretarial diploma or any other relevant training;
• Minimum 7 years’ experience in a similar role working with a management team;
• Experience in the philanthropic and healthcare fields (an asset).

Professional skills and abilities

• Excellent organizational skills and ability to manage multiple requests simultaneously;
• Ability to prioritize requests;
• Excellent writing and editing skills;
• This position requires the ability to communicate both orally and in writing, in French and English, with donors and business partners,on a daily basis. It also requires providing administrative support while maintaining the confidentiality of certain files with donors and business partners. The main tasks of the position therefore require being bilingual, French and English, in order to fulfill the responsibilities of the position and support the management team.
• Excellent interpersonal skills;
• Professionalism and diplomacy;
• Autonomy and ability to work with minimum supervision;
• Proficiency with technologies in general and specifically with Microsoft Office 365 software tools (Word, Excel, PowerPoint, Outlook)

Conditions of employment

• Part-time, 28 hours/week
• On site work
• Group insurance
• RRSP with employer contribution
• Start date: as soon as possible.

Please send your application to cv@mghfoundation.com

We thank you for your interest in the position and the Foundation. Please note that only selected candidates will be contacted.