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Job title: Executive Assistant
Company: Ontario Nature
Job description: Ontario Nature is seeking an enthusiastic Executive Assistant to provide essential administrative support to the Executive Director, Managing Director and Board of Directors. Working closely with the Executive Director and Managing Director, the Executive Assistant is also responsible for coordinating the organization’s Annual Gathering and Conservation Awards and coordinating human resources administration.
This job is perfect for you if you are highly organized, service-oriented and love working with people. You have a proven track record in administrative roles and have excellent communication skills. You are diplomatic but focused on getting things done to a high standard. You are confident working autonomously, taking initiative when needed.
The ideal candidate has a strong interest in nature and the charitable sector. They will join a team of 20 staff members in a collaborative and fun work environment.
About Ontario Nature
Ontario Nature is a charitable conservation organization that protects wild species and wild spaces across Ontario through conservation, education and public engagement. We represent over 150 member groups and more than 30,000 individual members and supporters throughout the province. To learn more about Ontario Nature, visit: .
Principal Responsibilities
EXECUTIVE ADMINISTRATION (25%)
- Provide administrative support to the Executive Director including scheduling and setting up meetings, letter writing, coordinating contract and expense approvals, and research.
BOARD ADMINISTRATION (35%)
- Coordinate and prepare agendas, briefings and documents for Board meetings;
- Accurately record minutes and other notes at Board meetings and committee meetings, ensuring their timely distribution;
- Organize virtual and in-person meetings of the Board of Directors and various Board committees;
- Work with Board members and the Executive Director to plan and coordinate the Annual General Meeting;
- Work with the Awards Committee to lead the planning, promotion and delivery of the annual Conservation Awards;
- Provide support to Board members and committees as required;
- Ensure Board documentation is consistently up-to-date;
- Work with Managing Director to compile quarterly reports to the Board, including monthly reports, operating plan reports and performance metrics; and
- Prepare and oversee the Board and Conservation Awards budget.
HUMAN RESOURCE ADMINISTRATION(20%)
- Support staff hiring process and act as hiring contact when appropriate;
- Work with administration and operations team to ensure timely and effective onboarding/offboarding of staff;
- Ensure internal human resources documentation is consistently up-to-date;
- Organize all-staff monthly meetings, including agenda preparation and send monthly timesheet reminders;
- Support activities of staff committees including the diversity and inclusion committee and social committee;
- Support activities related to workplace planning for the Toronto office; and
- Provide cover for the Administrative Assistant in their absence.
EVENT COORDINATION(20%)
- Coordinate the planning and delivery of the Annual Gathering working with staff, Board members and volunteers;
- Support staff events including retreats, training sessions and annual holiday party;
- Coordinate preparation and administration of the Annual Gathering budget; and
- Support other events as needed.
Qualifications
- University degree or college diploma
- At least two years of employment experience in a related field
- Demonstrated knowledge of and experience with executive administration, office administration, and/or board relations
- Excellent written and verbal communication skills
- Strong interpersonal skills and diplomacy
- Excellent organizational and administrative skills
- Strong problem-solving skills
- Sound judgment and ability to set priorities and manage a varied workload
- Strong attention to detail
- Proficient in Microsoft Office programs and Adobe Acrobat
- A valid driver’s license and flexibility to work some evenings and weekends
Desirable assets
- Experience in event management
- Experience working or volunteering in the non-profit sector
- A positive outlook and a love of nature and the outdoors
Anticipated start date: April 2021
Duration of position: Full-time, permanent
Salary range: $39,000 to $50,000 per year
Location details: Ontario Nature’s Head Office – 214 King Street West, Suite 612, Toronto, ON. Flexibility to work remotely while COVID-19 restrictions are in place.
Working conditions: This position requires occasional work on weekends and evenings to accommodate meetings and events.
To apply
- Include your resume, cover letter and three references in one document (Microsoft Word or Adobe PDF), addressing your qualifications and experience
- Include “Executive Assistant” in the subject line
- Submit your application by email to the attention of Sarah Hedges,
- Deadline for applications: Friday, April 2, 2021 at 11:59 p.m.
Please indicate you saw this posting at GoodWork.
Although Ontario Nature appreciates the efforts of all those who apply for this position, only those selected for an interview will be contacted. No unsolicited emails or phone calls please.
Ontario Nature is committed to employment equity, diversity and accessibility. Requests for disability-related accommodation can be made at any stage of the recruitment process, and applicants should make their requirements known when contacted.
Expected salary: $39000 – 50000 per year
Location: Toronto, ON
Job date: Sun, 21 Mar 2021 05:39:47 GMT
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