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Corporate Secretary and Office Administrator – Toronto-based philanthropic foundation

Responsibilities:
Board Support
Prepare board materials including agendas, summary tables, and minutes;
Coordinate the organization of board meetings and video conference calls, including catering, meeting space logistics, preparation and distribution of supporting materials and follow-up as required;
Produce, edit, and update reports, including presentation materials, as required;
Office Administration
Manage office systems, equipment, service contracts, leases, and other office-related matters as required;
Manage a small office environment including ordering supplies and attending to basic office maintenance, board room set-up and tidying, and light kitchen duties;
Organize special projects and events as directed (i.e. dinners, social events, speaking engagements) including invitations, catering, audio visual needs, RSVPs, etc.
Executive Support
Provide scheduling support and make travel arrangements for the President including preparation of quarterly expense reports;
Handle complex calendar management and anticipate issues to ensure that priority matters are addressed in a timely and efficient fashion;
Provide day-to-day executive administration support including telephone screening, drafting routine correspondence, photocopying and managing google drive filing;
Provide briefing materials to the President and other staff in advance of meetings, including drafts of minutes, agendas, reports and updates;
Review and edit internal and external communications in digital and print formats;
Prepare correspondence, documents, presentation and other materials as required;

Qualifications:
Significant previous experience working with boards of directors and senior management in a confidential, small office environment;
Willingness to take control of a wide spectrum of office functions from making coffee to writing confidential briefs;
Strong project management and planning skills;
Ability to maintain a high level of accuracy with strict attention to detail;
Proficient in MS Office, Word, Excel, PowerPoint, Google Drive, Zoom and Salesforce;
12-plus years of senior administrative experience as an Executive Assistant/Office Manager or equivalent in a corporate, consulting, legal, or accounting environment is preferred;
Non-profit or charitable sector experience is an asset;
Knowledge, interest and experience in environmental issues is an asset;
Excellent, above-average oral and written proficiency in English is essential;
Experience in writing, editing, or other communications.

Application
Applicants interested in this position are invited to forward their resume and short cover letter to info@ivey.org Applications will be evaluated as they are received with interviews beginning in April. The competition will remain open until the position is filled and only those candidates selected for an interview will be contacted.

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