Position:           Executive Assistant and Human Resources Officer
 
Reports to:       Chief Executive Officer
 
Department:      Administration
 
Primary function:
 
The Executive Assistant and Human Resources Officer provides administrative support to the Board of Directors and in the office of the Chief Executive Officer. The Executive Assistant and Human Resources Officer responds to emergent, confidential, complex and highly sensitive issues, coordinates operations, procedures and projects in addition to leading Human Resources initiatives for our organization.
 
Specific duties:
Administration

• Support the CEO in all aspects of Board activity
• Maintain complete files of all organizational minutes, legal documents, policies, rosters, information, organizational plans and reports required by the President/CEO or the Board.
• Maintain all files for CEO
• Manage all aspects of CEO involvement in meetings, including supporting materials, taking and transcribing minutes of meetings, and meeting preparation as required
• Keep staff and Board informed of meetings, agendas, and actions as required
• Create and send letters, memos, emails or other documents by or for the President/CEO.
• Prepares, proofreads, and edits correspondence, reports and other materials for errors, punctuation, and format accuracy
• Help plan all events or meetings of the President/CEO and ensure that all necessary support and arrangements are provided
• Provide back-up support to other administrative staff

Human resources

• Lead the development, monitoring and adherence of Human Resources policies and procedures (performance management, recruitment, disability management, etc)
• Contribute to the formulation and overall effective achievement of training, staffing and related organizational development activities
• Lead with the recruitment process; including job description preparation, postings, interviewing, reference checks, offer package preparation and orientation
• Facilitate resolution of employee related issues, respond to inquiries regarding policies and programs and follow up on issues to completion

• Process payroll on a bi-weekly basis

 
Project coordination

• In conjunction with the Chief Executive Officer and/or Directors, assist with the development and management of projects and processes which contributes to the organization’s ability to obtain its strategic goals
• Implement work plans to move projects forward in a timely and cost effective manner
• Provide direction and guidance to multiple projects, ensuring all documentation is updated and readily available
• Schedule project meetings, update agendas, follow up and follow through on project meeting actions to ensure timelines are met and individuals are advised of outstanding action items
• Maintain communication with appropriate staff about current projects
• Perform other duties as required

Degree of authority

Carries out basic financial tasks regularly such as processing transactions, recording and entering data, handling significant amounts of cash, purchasing of departmental supplies or equivalent.
 
Contacts
 
Work involves frequent contact with the public, other levels of government/agencies and with a wide variety of staff.  Requires appropriate tact in order to obtain co-operation and approval of action.
 
Staff supervision
 
Provides incidental guidance to an assistant/s doing detailed work related to individuals position and serves as a channel through which works is directed or checked
 
Education and experience

• Requires a relevant community college diploma with a specialization in Human Resources
• 3-5 years of relevant experience required
• Ability to handle highly confidential and sensitive materials and issues with the utmost discretion
• Familiarity with board governance and meeting procedure
• Proven multi-tasking, organization and time management abilities
• Excellent project coordination skills and experience
• Solid verbal and written communication skills
• Strong interpersonal skills
• The ability to work both independently and collaboratively in a fast paced environment 
• Professional demeanour, communicates effectively with all levels of the organization and the public
• Ability to flex work schedule to attend meetings and special events which occur before or after regular office hours
• Advanced level of proficiency in Word, PowerPoint and Excel

 
Please forward applications by Friday, September 2, 2016 to:
Emily Lavender Office Coordinator
United Way London & Middlesex
409 King St, London, ON N6B 1S5
email: elavender@unitedwaylm.ca
 
Thank you for your interest in joining our team; however, only those being considered for interviews will be contacted.
 
United Way is an equal opportunity employer and welcomes applications from all interested individuals. United Way London & Middlesex offers accommodation for applicants with disabilities in our recruitment processes. If you are contacted regarding a job opportunity, please advise if you require accommodation. 

Last Updated: August 2016