Executive Assistant (Maternity Leave Cover)

Right To Play is a global organisation that protects, educates and empowers children to rise above adversity through the power of play. We help millions of children each year to stay in school and out of work, to prevent life-threatening diseases and to stay safe from exploitation and abuse. We are the leading global development organization that uses play to transform the lives of children and youth impacted by poverty, war, disease and inequality.

Established in 2000, Right To Play reaches children through experiential programming in 14 countries in Africa, Asia, the Middle East, and North America. These programs are supported by our headquarters in Toronto, Canada; London, UK and seven national offices across Europe and North America.

With a shared passion for our mission, our Culture Code guides how we act and interact based on five core pillars:

• Accept Everyone – Be intentional about inclusion
• Make Things Happen – Seek opportunities to lead and innovate
• Display Courage – Act with integrity
• Demonstrate Care – Look after yourself and one another
• Be Playful – Have fun at work

Please visit our website to learn more about who we are and what we do, and watch this video to find out about the five pillars of our Culture Code.

ROLE SUMMARY:
We are seeking a detail-oriented and proactive Executive Assistant to join our team. This role will provide comprehensive administrative support to the Executive Team, International Board of Directors (IBOD), and National Offices (fundraising offices across Canada, Europe, and the US), as well as offer direct support to the Chief Executive Officer (CEO). The ideal candidate will have exceptional organizational and communication skills, with the ability to manage multiple tasks and projects simultaneously.

WHAT YOU’LL DO:
#1: Executive Team Support (20% of Time):

• Prepare Executive Team (ET) meeting packages. attend ET meetings and take minutes.
• Maintain the ET meeting recurring item calendar, support creation of the agenda, and coordinate with leads on upcoming topics.
• Track ET members’ leaves/vacations for consideration in creation of meeting agendas.
• Handle executive team communications as required.

#2: International Board of Directors (IBOD) Support (30% of Time):

• Prepare IBOD meeting packages, attend IBOD meetings and take minutes.
• Prepare IBOD Committee packages, attend IBOD Committee meetings and take minutes.
• Process onboarding and offboarding of new or resigned IBOD members.
• Schedule and communication all IBOD meetings for the following year annually.
• Conduct the annual IBOD survey, including gathering data, analysis, and reporting.
• Coordinate with contacts across the organization to prepare the annual value-in-kind report.
• Handle IBOD communications as required.

#3: Headquarter Operations (20% of Time):

• Liaise with legal supports on all legal requests.
• Handle renewals and changes to trademarks.
• Oversee office management tasks as needed.
• Prepare the monthly lobbying report and maintain the lobbying profile.
• Schedule and manage Global Leadership Team meetings and Town Hall meetings.

#4: Chief Executive Officer (CEO) Support (20% of Time):

• Manage CEO’s calendar.
• Book travel (air and hotel) and handle related expenses.
• Handle communications as required and review items for CEO’s approval as needed.
• Reconcile CEO’s credit card statements and process expense reports.

#5: National Offices Support (5% of Time):

• Gathering National Office Board minutes for records, translate and distribute to Chief Development Officer and CEO.
• Organize periodic global onboardings for new National Board directors.

#6: Other Tasks as Assigned (5% of Time)

WHAT YOU’LL BRING (ESSENTIAL):

EDUCATION/TRAINING/CERTIFICATION:

• Bachelor’s degree or equivalent in management, administration, or related discipline; or equivalent work experience

EXPERIENCE:

• Minimum 10 years experience supporting Executive teams/management teams and coordinating activities across multiple locations
• Experience collaborating with culturally and geographically diverse teams

COMPETENCIES/PERSONAL ATTRIBUTES:

• Highly organized, ability to set priorities and complete multiple tasks on time to a high quality
• Inquisitiveness, fast and eager learner
• Possess customer-centric mindset and approach to resolution of issues.
• Strong attention to detail

KNOWLEDGE/SKILLS:

• Proficiency in the use of Microsoft Office Suite (Word, Excel and PowerPoint, etc.) 
• Experience in preparing action-based minutes and following up on actions

LANGUAGES:     

• Fluency in spoken and written English

WHAT YOU’LL GET:
The opportunity to collaborate with an innovative global team who are passionate about working with children and youth. You will gain experience working for a globally recognized organization with a healthy culture premised on our Culture Code (accept everyone, make things happen, display courage, demonstrate care and be playful). You will be immersed in an environment where learning and development is encouraged and valued, and “play” is appreciated as a core avenue to building community.

• Flexible work arrangements (e.g. work from home and flex hours)
• 3 personal days per year
• 5 personal learning and development (L&D) days per year
• Opportunity to connect with employees across our offices
• Opportunity to engage in global projects and initiatives
• Wellness programs
• Playful activities and events

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How to Apply:

If you are interested in applying for this position, please apply with your resume and cover letter in English via the application link.

Application Link: https://righttoplay.hiringplatform.ca/179465-executive-assistant-maternity-leave-cover/771999-application-form/en

While we thank all applicants for their interest, only those selected for interviews will be contacted. Shortlisting of applications will begin immediately on a rolling basis so you are encouraged to apply as soon as possible.

Right To Play provides equal employment opportunities to employees regardless of their gender, race, religion, age, disability, sexual orientation or marital status. As such, we encourage groups who have been historically disadvantaged with respect to employment to apply for positions at Right To Play. We offer a family-friendly environment that allows for flexible work arrangements in order to support staff diversity and ensure a healthy work-life balance.

We value and promote a culture of diversity, equity, inclusion, and belonging. Should you require any accessibility related accommodations or specific adjustments to ensure fair and equitable access throughout the recruitment and selection process, and thereafter, please reach out to the People & Culture team by email at [email protected]. All information provided will be treated as confidential and used only to provide an accessible candidate experience.

We are a child-centered organization. Our recruitment and selection procedures reflect our commitment to the safety and protection of children in our programs. The successful candidate will be required to provide a satisfactory Vulnerable Sector Screening or equivalent criminal check as a condition of employment.

To learn more about who we are and what we do, please visit our website at www.righttoplay.com.