Executive Operations Lead, Deafblind Community Services and CNIB

Position:   Executive Operations Lead, Deafblind Community Services and CNIB Location:  Toronto,   Ontario  Reports To:  President and Chief Operating Officer, Deafblind Community Services   and Senior Director, Real Estate and Capital Scope and Summary of Primary Responsibilities This position provides confidential, administrative support to the CEO, President and Chief Operating Officer of Deafblind Community Services (DBCS) and senior leaders and serves as Office Manager for CNIB’s head office. This position requires a superior level of accuracy, confidentiality, sound judgement and diplomacy in dealing with staff and volunteers at all levels of the family of organizations (CNIB, DBCS and VLRC).  Essential Functions The position entails, but is not limited to the following general responsibilities: Provide frontline support to individuals coming to the CNIB/DBCS and VLRC national office. Assist with the office move from Bayview to the location downtown Toronto. Onboarding/orientating new employees for CNIB/DBCS head office in Toronto. Manage day to day office management including supporting the maintenance and smooth operation of the national office. Schedule appointments and meetings, make travel arrangements, book intervenors and interpreters, and book appropriate facilities for staff meetings and events Provide logistical support as needed for DBCS Board meetings. Prepare agendas, record minutes and schedule various DBCS meetings.  Manage DBCS staff ID administration. Maintain all files and documents for staff Provide general administrative support to the CEO, President and Chief Operating Officer and Senior Directors within DBCS Coordinate travel, hotel bookings and meetings as required for the CEO, President and COO and Senior Directors of DBCS and update calendars as required  Approve timecards and time off requests for direct reports of the President and COO of DBCS Code and prepare travel expenses and for the President and COO of DBCS and prepare for submission. Code and submit invoices for approval. Coordinate monthly staff recognition (birthdays and anniversaries), etc. Coordinate business card and stationary orders through Data Online for DBCS Track progress towards DBCS operational and strategic goals for the President and COO Maintain record retention for office documentation Manage records for IT equipment  Assist President and COO with managing report deadlines and submission of reports to the funders  Qualifications Knowledge and Skill Requirements Strong interpersonal and diplomacy skills Strong attention to detail and ability to multi-task in an organized manner Highly developed oral and written communication skills Advance minute-taking skills and good knowledge of meeting protocols Excellent word processing skills Experience and Education Administrative Assistant Certificate Minimum 5 years' experience in an administrative role Experience working with senior leaders. Work Environment Willingness to work flexible hours when required, Ability to work in office CNIB is committed to accommodating applicants with disabilities and will work with applicants requesting accommodation at any stage of the hiring process