Executive Assistant to the CEO - Visions of Science

Executive Assistant to the CEO

Introduction
Visions of Science is committed to advancing STEM equity by intentionally supporting youth and communities who experience significant barriers to participation. We facilitate community-based youth engagement programs, provide support for families and educators, and advocate for equitable STEM education and opportunity throughout the system. We believe that when youth understand the possibilities within STEM, they are empowered with the relevant skills and knowledge to be leaders in their community, agents of change for society, and good stewards of the planet. To learn more about Visions of Science please visit: www.vosnl.org.

Authentic Representation
Visions of Science prioritizes facilitating power, platform, and agency to individuals who represent the ethnicities, cultures, and lived experiences of the children and youth in the communities that we partner with in all areas of the organization and our work. We strongly encourage individuals from equity-deserving groups who are historically underrepresented in STEM to apply.

The Opportunity

Position Overview
We are seeking a dynamic and proactive Executive Assistant to join our team at Visions of Science! This position will lead the management of the CEO’s office, manage key administrative functions, and support the Board of Directors, including committees and special projects. Additionally, this role offers unique opportunities to be involved in high-priority projects and contribute to strategic organizational initiatives.

This position is ideal for someone looking to gain exposure to strategic decision-making and advance their career. We offer a collaborative environment where creativity, leadership, and professional development are encouraged. This role offers a unique growth trajectory for a high-potential candidate, with opportunities to take on increased strategic and leadership responsibilities over time.

Position Details:

1. Contract Type/Term: Full-time, Indefinite
2. Start Date: January 2025
3. Hours of Work/Schedule: 35 hours a week
4. Work Location: This is a largely remote role, with some days in the office required for special meetings, board events, or retreats.
5. Available Positions: 1
6. Job Location(s): Toronto, 71 Regent Park Boulevard + Remote Work
7. Salary: The starting salary for this position is Level 3, set at $70,000 per year, with opportunities for growth based on performance and organizational advancement.
8. Reports To: CEO
9. Deadline to Apply: November 17th, 2024

Key Responsibilities:

• Calendar & Time Management
  • Manage the CEO’s calendar, organizing meetings, booking or rescheduling appointments, and following up on tentative commitments.
  • Ensure that large work items and deadlines are scheduled appropriately, and manage complex external and internal scheduling needs.
  • Coordinate meeting logistics, locations, and materials to ensure seamless scheduling and time management for the CEO.
• Meeting Preparation & Follow-Up
  • Summarize daily priorities, including next-day meetings and key tasks, to ensure smooth flow in the CEO’s office.
  • Prepare agendas, briefers, and executive summaries for internal and external meetings.
  • Follow up on action items and track key decisions after meetings.
• Communication Management & Administrative Tasks
  • Handle key administrative duties such as approving vacation requests and managing expense approvals.
  • Oversee high-priority communications, and manage the CEO’s inbox.
  • Facilitate communication between the CEO and key stakeholders.
• Travel & Expense Management
  • Oversee travel and accommodations for the CEO, including organizing itineraries and managing scheduling changes.
  • Assemble and process the CEO’s expense reconciliation and reimbursements.
• Board Engagement
  • Orchestrate the logistics for Board meetings, including agenda development and managing logistics.
  • Act as the primary liaison for board members.
• Stakeholder Relations:
  • Support the CEO in maintaining relationships with funders, partners, and external stakeholders.
• Special Projects & Leadership Opportunities:
  • Support high-priority projects and cross-departmental initiatives.
• Internal Event Coordination:
  • Coordinate and manage internal team meetings, staff retreats, and organizational gatherings.

Qualifications:

• 5+ years of experience as an executive assistant, preferably at the C-suite level.
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Excellent communication skills, both written and verbal.
• Demonstrated experience managing relationships with key stakeholders.
• Strong problem-solving skills and adaptability in handling shifting priorities.
• High level of discretion, especially when handling confidential information.
• Proficiency in tools like Microsoft Office and project management tools.

Preferred:

• Post-secondary education in business administration or a related field.
• Relevant certifications are considered an asset.
• Experience working with boards of directors.

Application Process

TO APPLY: Please submit your application by November 17th, 2024 at 11:59 PM. You must include the following in your application:

• Resume
• Statement of Interest

Please note that only candidates selected to move forward in the hiring process will be contacted.

If you require support navigating the application process, please email: hr@vosnl.org.