Administrative Associate & Board Liaison

Position Type: Permanent, Full-Time

Location: Midhurst, Ontario

Reports to: Chief Administrative Officer

Posting Date: September 27, 2021

 

Position Summary

The successful candidate for this role will provide executive and administrative support to the United Way Simcoe Muskoka Executives (Chief Executive & Philanthropy Officer (CEPO) and Chief Administrative Officer (CAO)), Board Chair, Board of Directors, and standing committees to enable them to fulfill their mandates and accomplish their goals in accordance with agency mission and the strategic plan. This role will ensure the appropriate recording and maintenance of all governance proceedings and provide administrative support to the CEPO and CAO requiring both internal and external engagement. Acting as a resource they will guide volunteers (Board Directors) in the use technology, tools and systems that support board functions including maintaining the Board Policy Manual, coordinating and logistics for meetings including the Annual Meeting and Board Retreat. As well as coordinating United Way Centraide Canada (UWCC) Membership Compliance by organizing, formatting, and uploading requirements as required by UWCC guidelines and conducting research, compiling data and reports for consideration and presentation by the CEPO and CAO.

 

Required Professional Designation(s)/Expertise

Post-Secondary education is required in related field(s) of business administration or office administration, or a related field combined with professional experience.

 

Required Skills/Minimum Qualifications to be Demonstrated

  • Familiarity and experience working in a nonprofit environment
  • Experience in an executive assistant, administrator, or office coordinator role
  • Experience working closely with an executive or board of directors
  • Practical knowledge of governance, board and committee functions
  • Organization skills and detail oriented
  • Communication – oral/written
  • Exercise good judgment/problem solving
  • Time management – the ability to prioritize work/tasks
  • Software/Computer Expertise – MS Office, Windows, database, basic audiovisual
  • Research and data collection
  • Exercise discretion in written and oral communications; maintain confidentiality and work with sensitive content
  • A valid driver’s licence and reliable vehicle is required

 

Core Competencies

  • Organizational: Strategic, process-oriented, multiple work streams
  • Behavioural: Collaborative; Professional; Client/Team Focus, Customer Service Focus
  • Job-specific: Technical; Analytical; Accountable; Solution-focused
  • Personal Accountability: Ethical; Resilient; Inclusive; Confidential; Discreet

 

Preferred Skills (Not Mandatory)

  • Salesforce proficiency

 

Major Responsibilities

Board Liaison – Act as a central point of contact by coordinating timely communications among board members/committees, staff and external contacts, Coordinate annual meeting. Attend board and committee meetings, Transcribe and distribute minutes, Maintain the recorded minutes of the corporation, maintain communications with members of the corporation, maintain board and committee OneDrive calendar and files, ensure adequate preparation for board activities, manage preparations for board and committee meetings, Create/edit/update presentations and documents. Provide administrative support to board chair. Support board recruitment process, Onboard new members in specific functions. Maintain and update board policy manual. Manage sensitive, confidential matters and documents on a routine basis. Flexibility to work some evenings will be required to support Board and Standing Committees are held in the evenings and currently are virtual meetings.

Staff Lead, UWCC Membership Compliance – Responsible for coordinating UWCC Membership Compliance Requirements and reporting – Identify critical time frames and deadlines, organize essential tasks and task relationships, work with appropriate staff to establish work sequence and time frames to meet UWCC requirements, upload documents to UWCC portal, maintain communications with Director Membership UWCC.

Executive Support – Organize internal and external meetings and take meeting minutes, provide administrative support, write clear concise emails and conduct research to compile reports, maintain formatting guidelines, prepare presentations for Executives. Coordinate quarterly Strategic Plan report responses to prepare Strategic Plan updates.

Other duties as assigned. It is anticipated that this role will be in a hybrid work environment of remote and office.

 

To apply for this opportunity, please submit a cover letter and résumé to HR@UWSimcoeMuskoka.ca by 2:00 p.m. 13 October 2021.

Consideration of applications will begin immediately, with the competition remaining open until a suitable candidate is found. Thank you to all who apply.

United Way Simcoe Muskoka is an equal opportunity employer. Accommodations throughout the application process will be made upon request.