Job Description

Position Overview



The Executive Assistant ensures efficient and smooth business operations for FSG and related agencies (Kells Psychology, Crossroads Family Services, RAE Institute). This position supports the executive management team with operations, proposal submission, business research, project and operational workflows, and coordination of communications to internal and external stakeholders.

The ideal candidate is an independent thinker with superior communication skills, strategic thinking ability, a positive attitude, flexibility, a sense of humor, and genuine belief in people. You'll thrive in managing complex projects and varied operational responsibilities, taking pride in ensuring smooth operations that enable our team to focus on serving families. Your contribution allows business operations and projects to run smoothly and efficiently while representing our agencies' vision and values through your communication and demeanor.

Duties & Responsibilities



Business Operations & Coordination

Organize and coordinate meetings, appointments, and correspondence for senior leadership Provide comprehensive communications support including taking minutes, creating task lists, distributing agendas, and notifying staff of meeting schedules Monitor and manage business operations adherence (e.g., preventative and recovery strategies, executive team workflow, business operation deadlines) Coordinate information flow across various departments Create, review, and edit business documents as required (e.g., financial records, statistical records, contracts, tenders, offers) Monitor grant and internship funding for staff Coordinate and support FSG Business Systems Coordinate executive team-building and FSG work events Collaborate with external associations and professional groups, as requested

Project Management & Coordination

Compile information required for successful project outcomes Create, organize, and coordinate project proposals, plans, and documents Assist with executive team document preparation Provide information to stakeholders, as appropriate Monitor project workflow Ensure project completion and follow-up, as required (e.g., post-project meetings, information distribution, training sessions to transfer information)

Human Resources

Review applications and conduct initial candidate screenings Arrange interviews and conduct reference checks Collect pre-hire documentation Prepare hiring packages and orient new staff


Education & Qualifications



Required

Relevant post-secondary education Minimum three years' experience in communications and administrative support Excellent written and verbal communication skills Excellent time management and organizational abilities Strong proficiency with technology and programs (Office 365, Adobe Acrobat, SharePoint) Excellent interpersonal skills


Personal Attributes:

Strong work ethic; reliable and productive Critical thinker who takes initiative Detail-oriented with ability to work independently Takes pride in work quality Sense of humor and positive attitude Willingness to grow and learn

Wage: $23 - 27/hr (0.6-0.8 FTE)