Specific Duties
Finance
Ensure day-to-day operational activities are efficient and effective, and are in line with approved strategic initiatives and budgetary allocations.
Administer departmental accounts, reconciling invoices and credit card statements monthly; coordinates financial processes; prepares financial transactions such as purchase orders and expense reimbursements, and maintains accurate records.
Input accounting data into the accounting system with speed and accuracy.
Review all invoices for appropriate documentation and approval before payment. Ensure swift processing and payment of invoices.
Collect and coordinate expenses and receipts for the organization as required and complete expense reports.
Resolution of finance-related queries, both internal and external.
Assist with year-end audit preparation and procedures including audit schedules and supporting documentation required by auditors.
Assist in the production of financial statements and applications, and preparation of spreadsheets, reports and correspondence as required.
Contribute to reports for internal and external stakeholders.
Develop and maintain an easy-access filing system for all filing related to accounts payable, supplier agreements and/or contracts.
Administrative
Manage the Executive Director’s calendar, arrange meetings and appointments, and prepare materials for meetings.
Oversee and organize travel and accommodations. Interprets and ensures adherence to travel and finance policies and procedures. Prepares itineraries and initiates timely travel reimbursements for expense claims and travel advances.
Set up meetings and arrange meeting rooms, set up virtual meetings (Google Hangout & Teams); set up audio visual and equipment for meetings, and catering as needed.
Manage board Governance includes board meeting minutes, agendas, correspondence, maintaining policy manuals, preparing reports and action plans and coordination of new board members’ orientation annually.
Plan and organize conferences, events, staff training, and employee engagement activities
Operations
Collaborate with managers to set procedures, policies, and processes.
Work closely with providers to manage IT systems and manage cybersecurity risk.
Provide staff support on operational processes, procedures and protocols.
Provide human resource support when required by liaising with job applicants, arranging interview logistics, and assisting with onboarding.
Manage systems for storing confidential and sensitive documents.
Coordinate and complete various special projects/assignments as required.
Working Conditions
Efficiency Canada is housed within Carleton University; however, our team works in a remote, online environment. Access to a reliable computer and internet connection is required. Device access accommodations can be made available.

Benefits
Flexible and remote work arrangement.
Four weeks’ vacation.
Additional days off around statutory long weekends from April to September, an annual winter holiday shutdown, and your birthday off.
Training and development budget to support your professional goals.
Volunteer time off to support causes that are most important to you.

Qualifications
Post-secondary education in Administration, Business, Non-Profit Management or a related area and/or experience including 3+ years providing executive-level support.
Minimum 3-5 years prior experience in operations, finance, or administration.

Knowledge, Skills, & Abilities
Excellent oral and written communication skills.
Detail-oriented and works with a high degree of accuracy.
Highly organized and flexible with the ability to manage multiple priorities, tasks and relationships in a fast-paced, professional environment.
Analytical and problem-solving skills to research and summarize information.
Critical thinking and discernment to assess and scope areas for improvement and an ability to offer creative solutions.
Demonstrated technical skills including proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and virtual meeting platforms (Zoom, Teams).
Ability to work with a diverse range of stakeholders and collaborators.
Ability to work independently, with the comfort to ask for help, when needed.
Intuitive, resourceful, and reliable.
Self-starter, adaptable and a good team player.
Passionate commitment to the mission and objectives of Efficiency Canada.
Nice to have
Experience using Concur, eSHOP, FAAM, and FAST.
Experience in the non-profit or not-for-profit sector.
Experience working in a start-up or growing organization.
Experience supporting the procurement of goods and services.
Experience managing digital filing management strategies.
Bilingualism in both English and French.

To Apply
Include a cover letter and resume as a single PDF to apply for this position, please submit a cover letter and resume to info@efficiencycanada.org . PDF files should follow the file naming convention ‘Last Name, First Name’. Please outline your pronouns and availability in your cover letter. Please indicate you saw this posting at GoodWork.
If you require accommodations during the application and interview process, please do not hesitate to reach out to Kristy Mortham, Director of Operations at kristy.mortham@efficiencycanada.org .