The incumbent provides administrative support to the CEO, Senior Management team and the Board of Directors. In addition, he/she will work closely with the CEO office and key stakeholders on client relations issues and resolutions.
- Manage the calendar of the CEO, handling confidential matters, organizing meetings and attendance of events.
- Serve as the contact and liaison for all matters pertaining to the Board and CEO.
- Liaise with internal and external groups; coordinate, prepare and distribute accomplishment of deliverables for meetings.
- Assist in the coordination of programs, activities, special events or corporate records, as assigned.
- Coordinate and attend Annual General Meeting and Board and Committee meetings, draft agenda, compose and distribute meeting materials, prepare minutes, scripts, presentation materials, handouts, approve items and other supporting documents, as well as follow up on action items when required.
- Maintain and update key information/documentation for Board and Committees such as by-laws, resolutions, contracts/agreements, policy, procedures, directors’ handbooks, organization charts, contact information, disclosure statements and confidentiality agreements.
- Coordinate the processing of expense claims and attendance reports for functional leads and submit related information to the CEO for review and approval.
- Work closely and act as a liaison between stakeholders on projects, service contracts, policies and issues that may arise.
- Effectively and empathetically interact with clients and external stakeholders alike to discuss client relations issues and resolutions by telephone, in person, and in writing.
- Make recommendations to management and look for opportunities to identify and improve our overall client experience.
- Maintain a keen understanding of organization operations and make appropriate recommendations regarding client relations strategy surrounding them.
- Lead on ad hoc projects as delegated by the CEO office.
- Post-secondary education in Business Administration, or a relevant discipline, is required.
- Minimum of 5 years of working experience in an administrative role.
- Knowledge of Board and Committee settings and procedures.
- Ability to exercise discretion and judgment, with a high degree of initiative and able to meet deadlines.
- Experience in communications, relationship management and public relations strategies is an asset.
- Proficiency in Microsoft Office, with a strong emphasis on Excel, Outlook, Word and PowerPoint.
- Excellent written and oral communication skills in both English and Chinese.
- Must be able to maintain flexible work schedule to allow attendance of meetings and events in evenings or on weekends, as required.
- A valid driver’s license with access to a reliable vehicle.
Note: We thank all candidates for their interests. However, only those selected for interviews will be contacted. No phone calls please.
Disclaimer: Mon Sheong Foundation is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity or testing, please advise Human Resources if you require accommodation.