Executive Assistant to the CEO

About this position

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. To learn more about the perks of working at Visions of Science team, click here.

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.

As an essential partner to the CEO, this role is critical in driving operational excellence and shaping key organizational initiatives. The Executive Assistant will work closely with the CEO on both day-to-day operations and long-term planning, providing an opportunity to grow in responsibility and influence as the organization scales.

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. Professional development and leadership opportunities will be made available to help the right candidate progress into higher-level roles within the organization.

Position Details:

• Contract Type/Term: Full-time, Indefinite
• Start Date: January 2025
• Hours of Work/Schedule: 35 hours a week
• Work Location: This is a largely remote role, with some days in the office required for special meetings, board events, or retreats.
• Available Positions: 1
• Job Location(s): Toronto, 71 Regent Park Boulevard + Remote Work
• 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. Our comprehensive benefits package includes a generous vacation allotment, RRSP contributions, and ongoing professional development opportunities.
• Reports To: CEO
• Deadline to Apply: November 17th, 2024

• 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.

• 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. Ensure the CEO is briefed with the necessary materials ahead of time.
• Follow up on action items and track key decisions after meetings, ensuring all deliverables are completed in a timely manner.

• Handle key administrative duties such as approving vacation requests, managing expense approvals, and ensuring smooth execution of routine tasks.
• Oversee high-priority communications, and manage the CEO’s inbox, delegating or handling where appropriate.
• Facilitate communication between the CEO and key stakeholders, including staff, board members, funders, and partners, ensuring that all messaging aligns with the organization’s mission and values.
• Serve as the first point of contact for the CEO, filtering non-essential requests and prioritizing high-impact tasks to allow the CEO to focus on strategic initiatives.

• Oversee travel and accommodations for the CEO, including organizing itineraries, managing scheduling changes, tracking travel credits, and processing reimbursements.
• Assemble and process the CEO’s expense reconciliation and reimbursements to ensure all finances are properly accounted for.
• Arrange special travel for teams, including flights and accommodations for national conferences and events, ensuring all logistics are coordinated efficiently.

• Orchestrate the logistics for Board meetings, including agenda development, coordinating deadlines, assembling and distributing materials, and managing logistics such as catering, travel, and accommodations.
• Develop draft annual work plans for Board Committees, support committee projects (such as governance evaluations), and manage the nominations process.
• Act as the primary liaison for board members, scheduling meetings, tracking action items, and ensuring timely communication.
• Handle regulatory processes for new Directors, filing paperwork, and managing board-related filings with legal counsel when needed.

• Support the CEO in maintaining relationships with funders, partners, and external stakeholders by coordinating communication and ensuring follow-up actions are executed.

• Support high-priority projects and cross-departmental initiatives, working closely with the CEOto ensure strategic alignment.
• Provide leadership on organizational initiatives and work alongside senior leadership to execute on key projects.
• Advise on operational changes and assist in researching and implementing emerging best practices.

• Coordinate and manage internal team meetings, staff retreats, and organizational gatherings, ensuring that all logistics (catering, venue setup, materials) are handled efficiently.
• Manage scheduling and ensure smooth execution of in-person and virtual events.

• 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, ensuring timely and effective communication and follow-up.
• Experience managing cross-functional projects, with the ability to track deliverables, timelines, and key outcomes.
• Strong problem-solving skills and adaptability in handling shifting priorities and last-minute changes.
• High level of discretion, especially when handling confidential or sensitive information.
• Proficiency in tools like Microsoft Office, Google Suite, and project management tools (e.g., Asana) and the ability to leverage AI tools (e.g., ChatGPT, Nyota, Otter AI) to enhance productivity and streamline workflows.

• Post-secondary education in business administration, communications, or a related field is preferred, but equivalent work experience will be considered.
• Relevant certifications (e.g., CAP– Certified Administrative Professional, PMP– Project Management Professional) are considered an asset.
• Experience working with boards of directors.
• Familiarity with nonprofit operations and governance.
• Experience planning and coordinating events, including meetings, retreats, or conferences, with attention to logistics, travel arrangements, and communication.
• High potential for leadership development and strategic involvement.

• Resume
• Statement of Interest