Recruiting Coordinator
Donor Network West
Job Level
Mid-LevelSenior
About the role
- Provide administrative support to the CEO, Board of Directors and Leadership Team; report to the CEO.
- Manage and provide administrative support ensuring all key duties are accomplished timely and efficiently.
- Promptly receive and screen incoming telephone calls and mail/emails for the CEO and respond where appropriate.
- Participate in and coordinate meetings including bookings, scheduling, preparing agendas and minutes, distributing material and arrangements.
- High level calendar management with emphasis on proactive planning and scheduling meetings.
- Develop and prepare letters, manuals, reports, presentations, agendas, and other documents as required.
- Coordinate the agency’s annual general meeting, public meetings, and agency-wide fundraising and awareness events, including invitations and annual reports.
- Manage information in a timely and accurate manner and uphold strict confidentiality.
- Demonstrate respect for clients and adhere to agency protocols, policies, Ministry policies, and other relevant legislation.
- Provide support to the leadership team in HR, Payroll, Accounting and Recruitment functions.
- Support monthly board meetings by preparing draft agendas and minutes, presentations, distributing materials, and maintaining files and reports.
- Prepare and present reports to the Board of Directors and stakeholders as required.
- Ensure effective administration of administrative functions and systems: email, scheduling, databases, forms, file systems, passwords, accounts, phone and fax systems, and mail.
- Support purchasing of PPE, office orders, and memberships and ensure proper inventory is maintained.
- Research and prepare information for grant proposals, RFPs, fundraising, and social media as required.
- Perform all other duties as assigned.
Requirements
- A degree or diploma in office administration, business, or related program.
- 3-5 years experience of administrative/office management experience, preferably within the social services sector.
- Experience in supporting a Board of Directors including the monthly preparation of information packages and presentations.
- A youth service focus with a high level of maturity, sensitivity, and strict adherence to confidentiality.
- Strong computer skills, with knowledge of Microsoft Office Suite and basic system troubleshooting.
- Experience with or knowledge of ADP is an asset.
- Proficient in spelling and grammar with strong attention to detail and accuracy.
- Strong interpersonal skills with an emphasis on communication (oral, written, and visual).
- Highly organized with an ability to manage, perform, and prioritize a number of priorities and initiatives.
- Self-motivated and effective in working both individually and as a team member.
- Ability to establish and maintain effective working relationships internally and externally with staff, volunteers, and stakeholders.
- Completion of a successful Vulnerable Sector Check/Criminal Record Check.
- Valid CPR/First Aid and CPI certificates.
- Ontario driver’s licence with access to a vehicle and valid insurance.
