For the past 10 years, the Greater Toronto CivicAction Alliance has brought together senior executives and rising leaders from all sectors to tackle some of our region’s toughest social, economic and environmental challenges. CivicAction sets a non-partisan agenda, builds strategic partnerships, and launches campaigns, programs and organizations that transform our region.
CivicAction is inspired by the vision of a prosperous and thriving Greater Toronto and Hamilton Area where everyone plays a role in our future success. It currently has three areas of focus:
Accelerating regional transportation
Enhancing the region’s economic performance
Fostering inclusion and resilience
CivicAction currently runs the Your32 regional transportation campaign, a private sector youth jobs and mentoring initiative, the Race to Reduce smart energy office challenge, DiverseCity, the Emerging Leaders Network and DiverseCity Fellows
POSITION TITLE: Office Manager and Executive Assistant to the CEO
POSITION SUMMARY:
The Office Manager and Executive Assistant to the CEO will be a key member of CivicAction’s team. This individual will provide administrative support to the CEO and help manage corporate, financial, and other operational affairs. The Office Manager will report directly to the CEO while working closely with the CFO, bookkeeper, and other members of the team. On behalf of the CEO, the Office Manager will liaise with members of the Board of Directors, Steering Committee, funders and other key stakeholders, and manage correspondence with the CEO’s office.
JOB RELATIONSHIPS:
Position reports to CivicAction CEO
Works closely with CivicAction Board of Directors, Steering Committee members, funders, and staff team (including CFO and bookkeeper)
Liaises with senior business, government, labour, community, academic, and political leaders and their staff.
DUTIES AND RESPONSIBILITIES:
Office Manager
Maintain accurate and comprehensive corporate records
Prepare, manage, and execute day-to-day financial tasks (e.g. invoices, billing, bank deposits)
Work with CFO and bookkeeper to keep all financial systems up-to-date and prepare for annual audit
Assist in generating financial reports (e.g. cash flow, deposit records, contribution schedules)
Assist with annual budgeting process and reporting to Canada Revenue Agency as required
Provide support on operational and HR activities
Maintain a safe, clean and pleasant working environment, including office supplies, mail, and space allocation
Executive Assistant to the CEO
Manage the CEO’s calendar, prioritizing and scheduling appointments
Liaise with the Board of Directors, Steering Committee, senior team, funders and other external partners on behalf of the CEO
Monitor incoming communications (email, phone), flagging priority items for the CEO and responding to general inquiries in a timely manner
Draft and edit a variety of written materials including letters, PowerPoint presentations, briefing documents, email correspondence, meeting agendas, summaries and reports
Monitor and maintain key files and contact information on behalf of the CEO, in accordance with the organization’s record management practices
Provide support on fundraising activities (e.g. tracking, preparation of materials)
POSITION REQUIREMENTS / EXPECTATIONS:
Skills and knowledge
Demonstrated high level of accuracy and attention to detail while working in a fast-paced environment
Excellent project and time management skills, with ability to prioritize activities to ensure deadlines are met
Excellent written and oral communications skills
Ability to exercise tact, use good judgement and demonstrate political acuity
Experience coordinating and organizing multi-stakeholder meetings
Proficiency in MS Office (PowerPoint, Excel, Word, Outlook) and familiarity with QuickBooks
Experience working with business and political leaders (and their staff) is strongly preferred
Familiarity with non-profit boards and advisory committees is strongly preferred
Approach
Initiative and drive – ability to chart and pursue a clear path while exercising sound judgment and initiative
Flexible and adaptable to change – comfortable with agility, ambiguity, and change
Relationship builder – ability to build key relationships and work effectively with counterparts and senior leaders from a diverse range of organizations
Ability to work independently and as part of a team in a small office
Comfort and self-discipline working under pressure and meeting tight deadlines
Display high standards of professional behaviour and ethical standards, and sound judgment with regards to confidentiality of records
Work cooperatively with team members, display a high level of motivation and enthusiasm for work and willingness to take on new tasks when required to ensure team success
WORK ENVIRONMENT:
Shared work space, meeting rooms and some shared equipment within a downtown Toronto office location on the subway line
Fast-paced, highly-collegial, collaborative and high-performing work environment
Some flexible work hours and ability to travel across the GTHA
HOW TO APPLY:
Please send a cover letter and resume by email to:
rebecca.wortzman@civicaction.ca
by Friday, June 19 at 9:00am.