Executive Assistant to the President and CEO

Job title:
Executive Assistant to the President & CEO

Business address:
37 Nepean Street, Sydney, NS, Canada

 Deadline to apply:
Open until filled

Location of work:
37 Nepean Street, Sydney, NS, Canada

 Anticipated start date:
As soon as possible

 Contact information:
Erika Shea (**@*******.**)

 Terms of employment:
Permanent, Full-Time

Language of work:
English

 Compensation:
$58,000 annually

 Benefits:
New Dawn Enterprises believes in supporting the well-being of employees and, in service of this, has created the following compensation package for full-time salaried employees of New Dawn Enterprises, in addition to their salaries.

Reduced Hours Work Week 
In recognition of the benefits of greater work-life balance and the value of flexibility and autonomy for human wellbeing, New Dawn has adopted a Reduced Hour Work Week. All full-time salaried employees are required to work thirty-two (32) hours per week. These hours can be worked over four (4) or five (5) days. At the start of employment, a schedule will be determined to meet the needs of the company and the employee.  

  Paid Vacation 
All full-time salaried employees are entitled to one hundred and twenty (120) hours of paid vacation, annually.  

Paid Mental & Physical Health Days 
All full-time salaried employees are entitled to fifty-six (56) hours of paid leave for mental and physical health, annually. These days can be used to take time off work for physical and/or mental wellness/illness, and to attend appointments for the employee and/or their dependents. 

Paid Holidays 
New Dawn observes the following thirteen (13) public holidays: New Year’s Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Civic Holiday, Labour Day, National Day for Truth and Reconciliation, Thanksgiving Day, Remembrance Day, Christmas Day, and Boxing Day. 

In the spirit of family, the President & CEO reserves the right to close New Dawn administrative offices between Christmas Day and New Year’s Day to enable employees to spend time with their families without requiring them to use vacation hours. This decision is reviewed annually based on operational requirements.  

group Health Employee Benefits 
Group benefits for employees and dependents are provided by Group Health. Fifty percent (50%) of benefit premiums are paid by the employer, with the exception of Long-Term Disability where benefit premiums are paid fully (100%) by the employee.  

Self-Directed Registered Retirement Savings Plan  
New Dawn offers salaried employees retirement savings matching for self-directed retirement savings plans after completion of three (3) months of employment. Employees may choose to contribute up to 5% of their gross salary to a retirement savings plan, deducted from their pay cheque. Contributions are matched by the Employer to a maximum of five percent (5%). 

Employee and Family Assistance Plan (EFAP) 
Group Health also includes access to an Employee and Family Assistance (EFAP) Program that employees and their dependents can utilize for 24/7/365 confidential support for issues related to stress, anxiety, depression, family or relationship issues, addictions, legal or financial difficulties, health and nutrition concerns, and workplace or career difficulties.  

Café Marie Discount 
All New Dawn employees are entitled to a 20% discount at Café Marie, located in the Eltuek Arts Centre. 

 Rewards & Recognition 
New Dawn recognizes and rewards the service of salaried employees with Years of Service awards at defined milestones in their careers. New Dawn recognizes and rewards the work and achievements of salaried employees through the START Program with ongoing and immediate recognition throughout the year. 

Professional Development  
New Dawn is committed to the ongoing professional development and lifelong learning aspirations of employees in their skills and knowledge. Employees are encouraged to discuss position-relevant professional development opportunities with their immediate Supervisor.  

Number of vacancies:
One (1)

 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 & 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

• Track and record donations made by New Dawn, and sponsorship requests submitted to the organization
• Make strategic recommendations for donations and sponsorships by New Dawn on an annual basis based on history, priorities and available budget
• 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

Skills Requirements:

• Bachelor’s degree in a relevant field
• At least two (2) year experience in an Executive Assistant role, along with experience working internationally in fast-paced settings
• 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
• Advanced proficiency with the Microsoft suite of programs and in applications such as Microsoft 365, SharePoint, etc.
• 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
• 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.