Job title
Executive Administrator
Reports to
Executive Director
Job purpose
Reporting to the Executive Director, and working closely with the teams at Women’s House Serving Bruce & Grey (WHSBG), the Executive Administrator is accountable for providing various levels and types of administrative support, including directly supporting the Executive Director and Board of Directors. The role acts as a senior contributor to the Leadership Team, supporting the smooth functioning of the organization, contributing to the provision of a safe and supportive environment for women and families impacted by violence and abuse.
Using a feminist, trauma-informed framework, the Executive Administrator is vital member of the organization, contributing to a safe and welcoming environment to support a woman and her family impacted by gender-based violence.
Scope and Responsibilities
In a manner consistent with the agency’s policies and values and aligned with the agency’s vision and purposes, the Executive Administrator performs a wide range of duties including the following but not limited to:
1. Support the performance of executive level administrative and organizational processes, allowing for effective and efficient delivery of services to women and their families.
2. Provides direct support to the Executive Director and Board of Directors.
Scope, Activities & Key Milestones
· Provides administrative support to WHSBG’s Board of Directors and associated sub committees of the Board, including logistical support for meetings, documentation generation and distribution, etc.
· Support the Executive Director including, drafting letters on behalf of the Executive Director, coordinating logistics, performing research, gathering information, producing documents, reports and information.
· Performs activities associated with the Human Resources needs for the organizations, including maintaining files, documents, systems, processes and policies. Supports the full cycle recruitment and selection of staff positions and volunteers for WHSBG, as requested. This includes posting, and generating offer letters for the Manager’s review and approval. Ensures all required documentation (police checks, medical information, and references) is completed and filed appropriately.
· Facilitates the appropriate orientation of staff, volunteers, and students.
· Acts as the Information Officer for the organization, including being responsible for ensuring the appropriate schedule and adherence to legislation specific to records retention and management. Develops documentation, manuals and programs specific to these topics and others that arise. Act as the primary contact with respect to FIPPA requests.
· Performs the systems administrator role for the Women In Safe Housing (WISH) database & HR Downloads.
· Provides back-up support for the financial functions of WHSBG, including payroll, account payable, accounts receivable.
· Acts as a secondary contact for benefits administration including the RRSP program.
· Undertakes special projects as requested by the Executive Director.
Required Skills and Qualifications
· Demonstrates a strong feminist, women’s movement, anti-oppression/anti-racism, and trauma informed analysis, approach, and practice
· Demonstrated mentorship ability in a manner in which supports the agency’s philosophy of leadership and growth of staff and program
· Excellent communications, listening and assessment skills
· Outstanding knowledge of computer office technology and applications
· Valid driver’s license; access to a reliable vehicle and proof of adequate insurance;
· Clean driver’s abstract; Clear current Police Vulnerable Sector Check (PVSC)
· CPR, First Aid (ASIST, CPI an asset)
· Demonstrated organizational and multi-tasking skills
· Demonstrated customer service skills
· Ability to work independently as well as within a team with minimal supervision
Qualifications
Community College diploma in a relevant field (Business, Public Administration, Social Services) or equivalent post-secondary education and experience.
Fluency in other languages an asset
Minimum 3 years of related experience including the provision of Executive level administrative support.
Preference will be given to experience obtained in a residential or gender-based violence setting.
Working conditions
The Executive Administrator typically works in an office environment; however, the position may require working in non-standard workplaces.
The Executive Administrator typically works a standard work week (35 hours/week) from 9:00 am to 5:00 pm but may be required to work variable day, evening, night and/or weekend hours.
Physical requirements
Requirement to lift and carry items.
Direct reports
None
Date:
May 29, 2023
Expiry Date:
June 5, 2023 at 4pm
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