Executive Assistant

Position Title: Executive Assistant

Supervisor: CEO/Executive Director

Location: Opportunities Yukon Main Office - #201, 704 Main Street

Purpose

Under the direction of the Executive Director, this position provides administrative and financial support to the Executive (CEO/Executive Director & Board of Directors) of Opportunities Yukon. This position also assists the condominium corporation board (for Cornerstone Community Residence) with administrative support.

The Executive Assistant will present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders. This position is also required to maintain high confidentiality to protect the rights and privacy of all Opportunities Yukon clients and program residents.

Essential Qualifications

• Successful completion of an office administration, business administration or related program;
• Proficient in Microsoft 365 applications (Word, Excel and PowerPoint);
• Strong writing, editing and proof-reading skills;
• Strong attention to detail and highly organized;
• Ability to prioritize, manage and successfully complete conflicts, demands and tasks;

Task-Related Skills & Duties

Administrative:

• Provide administrative and executive support to the CEO/Executive Director and Board of Directors. The position acts as a point of contact for the executive between employees, clients and other external partners.
• Assists Executive in the:
  • Creation and distribution of monthly, quarterly and annual administrative and financial reports;
  • preparation, review, and editing of various forms of correspondence such as letters, invoices, presentations, publications, and reports;
  • reviewing all documents, reports, and correspondence prepared for executive or management signatures for format, content, grammar, and spelling; making edits as necessary;
  • preparation of agendas for meetings, and transcribing and distributing meeting minutes as required;
  • provides backup to the Receptionist in directing phone calls and distributing correspondence.
    
• Organize, maintain, manage, and coordinate office and residences records and files
  
• Assist with the coordination of training workshops, including but not limited to booking facilities, preparing training materials, and managing catering.

Financial:

• Accounts Payable/Accounts Receivable:
  • Ensuring accurate processing and data entry of all Board of Directors-related accounts receivable and payable invoices;
  • Contact and collection of overdue accounts receivable and issuing payment receipts are required;
  • Reconciling, input and payment of management credit card accounts.

Working Environment

• Interaction with employees, management, and the public at large;
  
• Driving company vehicle to pick up and deliver paperwork, supplies etc.
• Extended periods of sitting in front of a computer screen (sit/stand desk available).

Conditions of Employment

• Class 5 Drivers License with a minimum of 3 years Canadian driving history
  
• Vulnerable Sector Background Check