Demo
*****Please apply online via our career centre wocrc.ca/careers*****
Title: Executive Assistant and People Services (HR) Assistant - Bilingual Eng/Fr
Reports to: Executive Director and People Services Manager
POSITION SUMMARY:
Reporting to the Executive Director the Executive Assistant and People Services (HR) Assistant (EA/PSA) provides senior administrative support to the Executive Director, the Board of Directors, Senior Leadership team, and the People Services (HR) Manager. This position is privy to confidential information.
PRINCIPAL RESPONSIBILITIES AND DUTIES:
Provide administrative support to Executive Director
Provide senior-level administrative support to the Executive Director, including coordinating calendar management and meeting preparation;
Compose and edit written materials and provide administrative/clerical tasks such as filtering mail, creating & maintaining filing system, faxing, copying, preparing meeting materials & packages, etc. and handling confidential materials as appropriate;
Liaison between Staff, Board Members and with external clients in order to gather and integrateinformation;
Obtain background/briefing materials for meetings;
Coordinate, track and ensure deadlines are respected.
Provide administrative support to the Board of Directors
Provide all administrative support to the WOCRC Board;
Maintain and manage the DirectorPoint.com Board management software and upload all meeting materials and Governance related information;
Update the Board Orientation Manual yearly and other related Board materials, as needed;
Ensure submission of Government Services report (Notice of Change Form) each time there is a change on the Board of Directors
Coordinate monthly Board meetings and committee meetings as scheduled, including preparing and sending the agenda and meeting package, catering, and room & IT set-up;
Record minutes at each Board/committee meeting, prepare final minutes and send to the members;
Maintain Board meeting calendar and update the meeting materials binder and virtual shared site, as needed;
Maintain current Board member contact information;
Coordinate contact with prospective Board members as part of the nominations process;
Coordinate the welcoming package and the Board orientation session for new Board Members;
Coordinate and organize the logistics around Board events, such as the Annual General Meeting (including recording minutes), Board Retreat, Board Staff Breakfast and other Board activities;
Track the Board Members volunteer hours on a monthly basis and quarterly reporting to the Volunteer Services Coordinator
Provide administrative support to Senior Leadership Team
- Provide occasional support to the Senior Leadership Team as requested.
Provide administrative support to the People Services (HR) Manager
As directed by the People Services (HR) Manager:
- Maintain Organizational Chart
- Posts job advertisements: in ADP, on website, charityvillage.com, other identified sites and notifies corporate services for posting on social media
- Organizes and manages careers@wocrc.ca email account
- Collects and manages Documents from New staff for onboarding
- Works with the PSM to ensure compliance of current HR files, annual HR File audit and archiving of files
- Keeps abreast of software functions and proposes ways to utilize functions for the best overall support of the HR databases
- Assists with the upload of data to databases and ensures compliance tracking within the databases
- Responsible for Policy Manual Updates
Perform other related duties as assigned
QUALIFICATIONS:
Education and Experience
Advanced level of administration or Executive Assistant experience;
Post-Secondary education in Office Administration or a related program or an equivalent combination of experience and education is required
Human Resources education or experience is an asset
Experience working in a not-for-profit, community-based health or social service agency;
Experience in establishing administrative systems.
Language Requirements
Ability to communicate fluently in English and French, spoken and written is essential.
Computer Competencies
Microsoft Office:
o MS Word – Intermediate to Advanced
o MS PowerPoint – Intermediate to Advanced
o MS Outlook - Intermediate
o MS Excel – Intermediate to Advanced
Internet and website – Intermediate
Directorpoint or other Board Portal Software
Other required skills
· Strong interpersonal, problem-solving and organizational skills
· Ability to multitask and prioritize around tight deadlines
· Strong communication skills, both written and verbal in English and French
· Editing and proofreading skills in English and French
· Available to work flexible hours (i.e. monthly Board meetings and Board Committee meetings)
· Ability to work within a team setting
· Ability to work with a wide variety of individuals
· Ability to work with volunteers
· Knowledge of social services / non-profit sectorJob Summary:
We are seeking a highly organized and detail-oriented individual to join our team as an Executive Assistant. The Executive Assistant will provide administrative support to our executive team and ensure the smooth operation of our office. The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to handle multiple tasks simultaneously.
Responsibilities:
- Manage executive calendars, including scheduling meetings, appointments, and travel arrangements
- Prepare and edit correspondence, communications, presentations, and other documents
- Assist with financial tasks such as expense tracking, invoicing, and budgeting using QuickBooks
- Perform general clerical duties, including answering phone calls, responding to emails, and filing documents
- Conduct data entry and maintain accurate records
- Coordinate and organize meetings, conferences, and events
- Utilize software such as Outlook Calendar and DocuSign for scheduling and document management
- Provide exceptional customer service to internal and external stakeholders
- Proofread documents for accuracy and completeness
Qualifications:
- Proven experience as an executive assistant or in a similar administrative role
- Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook Calendar
- Familiarity with QuickBooks or other accounting software is a plus
- Strong organizational skills with the ability to prioritize tasks effectively
- Excellent verbal and written communication skills
- Ability to maintain confidentiality and handle sensitive information with discretion
- Front desk or receptionist experience is preferred
We offer competitive compensation based on experience.
Note: This job description is not intended to be all-inclusive. The employee may perform other related duties as negotiated to meet the ongoing needs of the organization.
*****Please apply online via our career centre wocrc.ca/careers*****
Note that applications submitted via email will not be considered.
Address cover letters to:
People Services Manager
Western Ottawa Community Resource Centre
2 MacNeil Court
Kanata, ON K2L 4H7
We are an equal opportunity employer. All employment decisions are based on business and job requirements. All qualified applicants will receive considerations for employment based on individual qualifications, without regard to age, ancestry, colour, race, citizenship, ethnic origin, place of origin, creed, disability, family status (including single status), gender identity, gender expression, record of offences (in employment only), sex (including pregnancy and breastfeeding), sexual orientation or any other status protected by the laws or regulations in Ontario.
WOCRC has an accommodation process in place that provides accommodations for employees with disabilities. If you require a specific accommodation because of a disability or a medical need, please do not hesitate to let us know how we can best accommodate you.
We thank all applicants for their interest in this employment opportunity. Please note however that, due to the volume of résumés received, only those applicants selected for further consideration will be contacted.
Job Type: Fixed term contract
Contract length: 6 months
Salary: From $46,032.00 per year
Benefits:
Schedule:
Education:
Work Location: In person
Expected start date: 2024-04-24