Executive Assistant

Position Description 
The Executive Assistant is instrumental in creating a vibrant and dynamic culture of communication, organization, trust, and excellence for the President & CEO, New Dawn Enterprises, Board of Directors, and senior management team of New Dawn Enterprises, while managing the executive office functions of the organization with clarity, accountability, and commitment to the living vision and values. 

Duties and Responsibilities 
Executive Support 
-Manage calendars, appointments, and communications of the President & CEO, New Dawn Enterprises 
-Serve as the primary point of contact, screening and prioritizing communications 
-Provide high-level support to the President & CEO, New Dawn Enterprises, and senior management team, including preparing and -coordinating correspondence, reports, presentations, and handling sensitive information 
-Conduct research, facilitate internal communication, collate data, and coordinate travel arrangements 
-Track deadlines, monitor progress, and coordinate team meetings and efforts 

 Board Liaison 
-Serve as the primary point of contact related to the New Dawn Board of Directors 
-Prepare and coordinate details (e.g., Zoom links, distributing materials, tracking RSVPs, proposing, and coordinating alternate dates as needed) prior to meetings 
-Complete annual review and update the board orientation manual as needed (directors’ information, liability insurance, division changes, organizational chart) 
-Identify/organize board training, speakers, team building, and retreat opportunities 
-Record minutes at meetings, filing within two weeks following meetings 
-Organize and plan board retreats, in consultation with senior team members 
-Coordinate and update Registry of Joint Stocks information as needed 

 Donor and Sponsor Stewardship 
-Create annual sponsorship budget and identify sponsorship priorities  
-Processing (billing to internal divisions) and tracking donations to external entities 
-Provide graphics, data, and statements to relevant parties 
-Coordinate speaking roles and other sponsorship engagements 
-Purchase tickets and coordinate attendance at local galas, conferences, events 
-Generate, track, mail and/or email receipts, thank you letters, and statements 
-Ensure donors receive engagement materials (i.e. annual report, thank you cards)  
-Coordinate updates to donor wall annually or on special request 

New Dawn Administration 
-Respond to/direct inquiries for the New Dawn main phone and email 
-Distribute and coordinate New Dawn internal mail 
-Coordinate New Dawn signage/directory, bulletin board, tenant e-mail lists 
-Coordinate travel, hotel, restaurant, reservations, hospitality arrangements  
-Book rooms/catering for internal and external offsite meetings 
-Coordinate delivery arrangements, purchase orders, meals for meetings, notaries for legal documents, etc.  

Other Duties and Responsibilities 
-Participate in internal team meetings as required 
-Look for potential improvements and help implement solutions  
-Maintain quality, safety and the confidentiality of directors, employees, clients, donors, and volunteers  
-Maintain professionalism, tact, diplomacy, and sensitivity to portray New Dawn in a positive manner, consistent with its values and vision 
-Update job knowledge by participating in educational opportunities, engaging in professional networks, and participating in professional organizations 
-Respond to the needs of others with effective communication, mutual respect, and consistent follow through to build trust and workplace relationships 
-Promote the mission and values of New Dawn both internally and externally 
-Other duties as assigned by the President & CEO, New Dawn Enterprises  

Qualifications 
-Degree or Diploma in a related field  
-At least two (2) year experience in an Executive Assistant role 
-Experience in project management including planning, execution, and resource management 
-High level of integrity, confidentiality, and accountability 
-Compassion and empathy 
-Current and up-to-date Criminal Record Check 
-Experience working with and advocating for vulnerable populations  
-Ability to work independently, as part of a team, and with guidance from others  
-Exceptional attention to detail  
-Exceptional verbal and written communication skills 
-Ability to work effectively with others; to work together towards a shared goal  
-Highly organized and ability to work well under pressure 
-Proficiency with Microsoft suite of programs and applications  
-Understands servant leadership and community-focus as central to the work 
-Exceptional verbal and written communication skills 
-Ability to work effectively with others; to work together toward a shared goal 
-Highly organized and ability to work well under pressure 
-Proficiency with Microsoft suite of programs and applications 
-High level of integrity, confidentiality, and accountability 
-Understands servant leadership and community-focus as central to the work 

 Work Conditions 
-Travel required 
-Manual dexterity required to use desktop computer and peripherals 
-Overtime may be required; working evenings/weekends and needed 
-Interacts with employees, management, and general public 
-Environment can be busy/noisy at times 

 About New Dawn 
New Dawn Enterprises Limited is a private, volunteer-directed non-profit social enterprise dedicated to community building. It seeks to identify community needs and to establish and operate ventures that speak to those needs.   

Incorporated in 1976, New Dawn is the oldest Community Development Corporation in Canada. Today it employs 150 people across 10 companies: New Dawn Homecare, Pine Tree Park Care Home and Pine Tree Park Home Living, New Dawn Meals on Wheels, the Eltuek Arts Centre, Café Marie, New Dawn Properties, Cape Breton Island Centre for Immigration, New Dawn Centre, New Dawn Community Engagement, and Abbey Ridge.   
 
All of its work is in service of building a more vibrant and self-reliant Unama’ki-Cape Breton Island