Executive Assistant

About 

Reception House is a non-profit, community-based organization that delivers quality settlement, integration and support services to government-assisted refugees (GARs) in Waterloo Region. Since 1987, Reception House has assisted thousands of refugees rebuild their lives in Canada through specialized programs and services designed to help them become established in their new communities. 

We currently have an exciting opportunity for a full-time permanent Executive Assistant (EA) to the CEO on our Administrative team. The Executive Assistant provides administrative and logistical support to the CEO and the Board of Directors. They are a self-starter with high initiative who enjoys administrative work and understands and supports Reception House’s mission. The EA provides awareness of all aspects of the organization (program, HR, operations, IT, fundraising, finance) to fully support the work of the CEO. 

What you’ll do: 

• Provides the CEO with supportive administrative elements including but not limited to: 
  • Schedule/coordinate/register for meetings and events  
  • Correspondence  
  • Minute-taking 
  • Draft agenda and reports  
  • Review/revise/summarize documents 
  • Filing 
  • Track community engagement 
  • Coordinate travel 
  • Research various initiatives/vendors/etc. 
  • Project support 
  • Purchase gifts and/or supplies 
  • Attend meetings and take notes on behalf of CEO 
• Provide administrative support to the Board of Directors including but not limited to: 
  • Minute taking at Board and Board Committee meetings 
  • Prepare documents for signatures 
  • Organize catering 
  • Lead AGM event planning process. 
• Provide administrative support to other Reception House Directors and Managers as requested. May include: 
  • Clerical work 
  • Support for events or projects (planning, purchasing supplies, drafting communications, etc.) 
  • Scheduling meetings 
• Provide backup and vacation coverage for receptionist regarding incoming mail, general RH email and the main line voicemail, reviewing and distributing as needed. 
• Track CEO and executive memberships in order to take full advantage of membership perks, and professional development and collaboration opportunities. 
• Approve administrative expenses. 
• Build internal administration rapport with other departments. 
• Additional administrative duties as requested by CEO, Board, Directors, and/or Managers. 

What you’ll need: 

• Completion of a diploma or degree in Business Administration or related field is preferred.  
• At least three years of related experience required, including experience working with a Board of Directors. 
• Basic understanding of the refugee resettlement process. 
• Advanced knowledge of Microsoft 365, MS Office Suite, particularly SharePoint is critical.  
• Highly organized, with excellent time management skills and a proven ability to manage multiple priorities and deadlines;   
• Ability to function well in a high-paced and at times stressful environment.  
• Strong research skills and detailed oriented.   
• Able to type minimum of 50 words per minute.  
• Ability to maintain confidential material and matters. 
• Ability to translate concepts into practice, i.e., template development. 
• Excellent verbal and written communication skills in English. 
• Excellent interpersonal skills and client service. 
• Ability to work independently and effectively under pressure. 
• Ability to network and comfortably engage stakeholders at events. 

Working conditions: 

• Extended periods of time spent sitting, working on computer using mouse and keyboard.  
• A valid driver’s license and access to a car is preferred. 
• Able to attend off-site events and meetings outside regular working hours when needed.

Benefits: 

At Reception House, we truly value our employees and the incredible work that they do. Some benefits we provide include;

• Company paid health and dental benefits 
• RRSP match program
• Personal spending account
• Employee Assistance Program
• Staff appreciation events 
• Wellness initiatives
• Professional development opportunities

Reception House Waterloo Region will accommodate candidates partaking in the recruitment process upon request. If you require a disability-related accommodation during this process, please inform us of your requirements.