Administrative Specialist (CEO & Board Support)

Overview

Reporting to the Chief Executive Officer (CEO), the Administrative Specialist provides comprehensive administrative and operational support to the CEO. This role ensures the efficient functioning of the CEO’s office, supports the execution of Board, committee, Trust, and Foundation processes at the direction of the CEO, and facilitates the smooth implementation of organizational operations and initiatives.

What You Will Do

Chief Executive Officer Support

• Maintain and support the office of the CEO.
• Coordinate and manage the CEO’s schedule.
• Handle sensitive and confidential information with a high degree of discretion and professionalism.
• Receive, monitor, and respond to incoming calls, emails, correspondence and requests for information.
• Ensure the CEO is provided with appropriate documentation and information required to participate in or lead meetings and functions.
• Draft, edit, and coordinate correspondence for distribution to the Board, committees, Trust, and Foundation.
• Assist in organizing the Annual General Meeting and other events.
• Organize and/or support employee initiatives as requested by the CEO or Board.
• Draft, edit, and proofread a variety of correspondence and documents (e.g., letters, reports, briefings) for executives or on behalf of the organization.
• Manage and coordinate organizational and committee calendars, including meeting and event scheduling, ensuring all key dates are accurately recorded and maintained across appropriate systems.
• Other reasonable duties as assigned.

Administrative & Board Support

• Serve as the primary point of contact for ARTA Board, committees, Trust, and Foundation members.
• Coordinate and manage all Board and committee documentation and records, ensuring accuracy, relevance, and proper distribution.
• Maintain and update committee portals.
• Provide administrative support to the Board, committees, Trust, and Foundation, including assistance with projects, events, and other assigned responsibilities.
• Coordinate Board and committee meeting logistics, including scheduling, room bookings, virtual technology, and catering.
• Prepare and distribute policies, position descriptions, orientation manuals, and other governance materials, per the direction of the CEO.
• Act as recording secretary and provide staff support to the Board, committees, Trust, and Foundation (e.g., preparing agendas, materials, presentations, speaking notes, and minutes).
• Ensure compliance with Board policies and administrative procedures, maintaining strict confidentiality at all times.

What You Will Bring

• Post-secondary education in Business Administration, Office Administration, Governance, Communications, or a related field, or an equivalent combination of education and experience.
• 5+ years of experience in a senior administrative role supporting executives and board/governance processes. Experience with non-profit organizations is an asset.
• Demonstrated ability to manage confidential information with professionalism and sound judgment.
• Strong organizational and time-management skills, with high attention to detail in document preparation and records management.
• Advanced proficiency in Microsoft Office and virtual meeting platforms (Zoom, Teams).
• Demonstrated collaborative approach by building strong, respectful relationships with internal and external stakeholders to support effective communication and shared goals.
• Ability to work independently and adapt to changing priorities.

Working Conditions

• 37.5 hours per week, with flexibility to accommodate business needs; occasional evenings may be required.
• Primarily office-based with hybrid eligibility, with onsite attendance aligned to ARTA policies and organizational needs.
• Occasional offsite work and travel for meetings or events.

Due to the vulnerable population we serve, employees are encouraged to follow public health recommendations, including staying up to date with vaccinations such as flu and COVID-19. However, vaccination is not a condition of employment.