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Executive Assistant to CEO & COO At Brook Recognition

Location: Winnipeg, Manitoba

Job Description

With a vision of Improving Lives through Advancing Philanthropy, Brook Recognition has redefined donor recognition into a powerful communication and engagement tool designed to help non-profits increase donations, inspire donor loyalty and enhance a culture of philanthropy. As an international provider for more than 35 years and more than 700 donor recognition systems, we have the experience and expertise to provide the ultimate donor experience. Understanding the science of how donor recognition applies to fundraising has led to success stories right across North America.

Dedication to the company values of integrity, accountability, teamwork and delivering Wow has resulted in Brook’s unrivaled success. Our customers will confirm.

Our success is only possible because of Team Brook – the internal vision statement they created says it all:


To learn more about us – go to:


Job Description: Reporting directly to the CEO and COO, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and COO. The Executive Assistant also serves as a liaison to the board of directors and Executive Team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-focused and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Executive Support Overview

  • Completes a broad variety of administrative tasks for the CEO and COO including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
  • Plans, coordinates and ensures the CEO and COO’s schedule is followed and respected
  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO and COO’s time and office
  • Communicates directly, and on behalf of the CEO and COO, with Board members, clients, staff, and others, on matters related to the CEO and COO’s programmatic initiatives
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
  • Provides a bridge for smooth communication between the CEO and COO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Works closely and effectively with the CEO and COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO and COO updated
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO and COO, some of which may have organizational impact
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
  • Assists in coordinating the agenda of Executive Team meetings and off-sites, and all-staff meetings
  • Works with the Strategic Alliances team in coordinating the CEO's outreach activities
  • Follows up on contacts made by the CEO and COO and supports the cultivation of ongoing relationships both internal and external
  • Provides a “follow-up manager” role, to ensure commitments, tasks and initiatives are completed in a timely manner
  • Create and edit presentations, documents and reports as required
  • Transcribe minutes from meetings for review, type into final form and distribute if necessary
  • Assists the CEO and COO in special projects as required


  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and relationship builder, able to demonstrate a high level of tact, discretion and diplomacy with stakeholders, including staff, board members, external partners and clients
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

  • Post-Secondary Education required; Bachelor’s degree is preferred
  • Strong work tenure: five to 10 years of experience supporting C-Level Executives
  • Experience and interest in internal and external communications, partnership development, and strategic initiatives.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Only resumes submitted with cover letter will be considered.

In your cover letter, please (briefly) outline the following 3 items:

  • Relevant work experience
  • Based on the qualifications ...Why you are a good fit for this role
  • Salary expectations

** Only resumes submitted with a cover letter will be considered. Please note we do not offer sponsorship as such you must be eligible to work in Canada.

We would like to thank all applicants in advance for their interest in Brook Recognition. We encourage applications from all qualified individuals and believe strongly in diversity.