- Provide administrative support to the Executive Director and Senior Director, Operations including managing calendars, responding to requests, preparing reports, drafts, and correspondence.
- In close collaboration with Senior Leadership staff, Board manager, Board directors, and the Leadership team support board and board committee meeting planning and preparation.
- Provide scheduling, agenda-setting, and minute-taking support for Leadership Team meetings and other meetings as required.
- In close collaboration with federal GR staff, update and maintain DSF's federal lobbying registry, submit monthly federal lobbying reports, and support training of new staff on federal GR submission requirements and process.
- In close collaboration with Senior Leadership team, routinely review department priorities and update/maintain Senior Leadership's identified annual and strategic plan deliverables via relevant platforms/documents.
- Support department event and retreat planning, including Leadership Team and All-Staff retreats.
- In close collaboration with the Finance and Administration department, coordinate recurring financial, administrative, and operational processes for the Senior Leadership team to ensure a seamless workflow, including assisting Finance team with securing appropriate signing authority.
- Support Executive Director and Senior Director, Operations with budget management, including support with contracts and tracking budget over/under spends and variances.
- Ensure accurate and timely expense processing to enable transparent financial tracking and reporting.
- Support Senior Leadership's external relationship stewardship (i.e. vendors, donors, and general inquiries).
- Support the training of team members on the use of financial tools and forms, and adherence to established administrative policies and processes of the organization.
- Maintain and update department's administrative database and filing systems.
- Researches and provides recommendations on special projects/tasks as required.
- Other duties as required
- Fournir un soutien administratif à la directrice générale et à la directrice principale, Exploitation, notamment en gérant les calendriers, en répondant aux demandes, et en préparant les rapports, les projets et la correspondance.
- En étroite collaboration avec les cadres supérieurs, le responsable du conseil d'administration, les membres du conseil d'administration et l'équipe de direction, faciliter la planification et la préparation des réunions du conseil d'administration et des comités du conseil d'administration.
- Établir les horaires, définir l'ordre du jour et rédiger les procès-verbaux des réunions de l'équipe de direction et d'autres réunions, le cas échéant.
- En étroite collaboration avec le personnel fédéral chargé des relations gouvernementales, mettre à jour et entretenir le registre fédéral des activités de lobbyisme de la FDS, soumettre des rapports mensuels sur les activités de lobbyisme au niveau fédéral et soutenir la formation des nouveaux membres du personnel sur les exigences et le processus de soumission des relations gouvernementales au niveau fédéral.
- En étroite collaboration avec les cadres supérieurs, examiner régulièrement les priorités du service, et mettre à jour et gérer les livrables des plans annuels et stratégiques définis par les cadres supérieurs par le truchement des plateformes ou documents pertinents.
- Soutenir la planification des événements et des retraites du service, y compris les retraites des membres de l'équipe de direction et de l'ensemble du personnel.
- En étroite collaboration avec le service des Finances et Administration, coordonner les processus financiers, administratifs et opérationnels récurrents pour les cadres supérieurs afin d'assurer un flux de travail harmonieux, notamment en aidant l'équipe des Finances à obtenir les pouvoirs de signature appropriés.
- Aider la directrice générale et la directrice principale, Exploitation à gérer le budget, notamment en offrant un soutien pour les contrats et en effectuant le suivi des dépassements de budget et des écarts.
- Traiter les dépenses avec précision et rapidité afin d'assurer le suivi et la consignation des données financières en toute transparence.
- Soutenir la gestion des relations extérieures des cadres supérieurs (p. ex., fournisseurs, donateurs et demandes de renseignements généraux).
- Soutenir la formation des membres de l'équipe à l'utilisation d'outils et de formulaires financiers et au respect des politiques et processus administratifs établis de l'organisme.
- Gérer et mettre à jour la base de données administratives et les systèmes d'archivage du service.
- Effectuer des recherches et formuler des recommandations sur des projets ou tâches spéciaux, le cas échéant.
- Exécuter d'autres tâches selon les besoins
- 3-5 years of progressive senior executive administrative experience.
- Experience supporting C-level leaders an asset.
- A collegial style that is relation, inclusive, transparent, and informed by equity, diversity and inclusion principles.
- Ability to effectively organize, prioritize, and adjust workplans to respond to shifting needs and deadlines.
- Ability to effectively collaborate and problem-solve across teams to advance multiple initiatives while managing competing priorities.
- Strong practical experience with Microsoft Office applications and strong technical problem-solving skills.
- Experience managing finances, budgeting, and expense processes.
- Proven skills in judgement, solid ethics, and discretion with all dealings (especially with confidential and sensitives matters).
- Ability to effectively engage and build relationships with multiple, diverse audiences (board, host First Nations, donors, staff, public).
- Excellent communication skills. French language skills are an asset.
- De trois à cinq ans d'expérience administrative progressive pour des cadres supérieurs.
- Expérience de soutien à des dirigeants de haut niveau, un atout.
- Style collégial relationnel, inclusif, transparent et fondé sur les principes d'équité, de diversité et d'inclusion.
- Capacité à organiser efficacement, à hiérarchiser et à adapter les plans de travail pour se conformer à des échéances et des besoins changeants.
- Aptitude à collaborer efficacement avec d'autres équipes et à régler les problèmes pour faire avancer plusieurs initiatives tout en gérant des priorités concurrentes.
- Solide expérience pratique des applications Microsoft Office et solides compétences en matière de résolution de problèmes techniques.
- Expérience de la gestion des finances, de la budgétisation et des processus de dépenses.
- Bon jugement, solide éthique professionnelle et discrétion dans tous les dossiers, tout particulièrement dans le cas des questions confidentielles et délicates.
- Capacité à s'engager efficacement et à établir des relations avec des publics multiples et divers (conseil d'administration, Premières Nations hôtes, donateurs, personnel, public).
- Excellentes aptitudes à la communication. Maîtrise du français, un atout.
- Four-day workweek
- Competitive salary and generous benefits package
- Hybrid work opportunities
- Supportive work culture
- Chance to make a difference and help improve the health of our planet and all life on it
- Semaine de travail de quatre jours
- Un salaire compétitif et un ensemble d'avantages sociaux généreux
- Possibilités de travail hybride
- Culture de travail solidaire
- La possibilité de contribuer à l'amélioration de la santé de notre planète et de toutes les formes de vie qui s'y trouvent.
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Executive Assistant to Senior Leadership - Vancouver, Canada - David Suzuki Foundation
Description
Job DescriptionPosition Title: Executive Assistant to Senior Leadership
Terms: Full-time 1-year term (34 hours/ 4-day week)
Location: Primarily office-based position in Vancouver, Montréal, or Toronto; some travel required between DSF offices
Reporting to: Executive Director & Senior Director, Operations
Salary Range: $57,000 - $67,000
About the Role
The Executive Assistant to Senior Leadership supports the Executive Director and Senior Director, Operations' daily activities, managing their schedules, sorting and prioritizing correspondence, maintaining and updating financial records and processes, and preparing correspondence and meeting materials as required. This role is an important conduit for Senior Leadership's various workstreams and facilitates connection and collaboration between Senior Leadership, the Leadership team and it's working groups, the Board, external audiences, and staff across the organization.
KEY RESPONSIBILITIES
Description de poste
Titre du poste : Adjoint exécutif ou adjointe exécutive aux cadres supérieurs
Conditions : Poste à temps plein d'un an (34 heures par semaine de 4 jours)
Endroit : Principalement dans un bureau à Vancouver, Montréal ou Toronto; certains déplacements entre les bureaux de la Fondation David Suzuki (FDS)
Supérieur.e.s hiérarchiques : Directrice générale et directrice principale, Exploitation
Salaire : $57,000 - $67,000
À propos du poste
L'adjoint exécutif ou l'adjointe exécutive aux cadres supérieurs aide la directrice générale et la directrice principale, Exploitation dans leurs activités quotidiennes, en gérant leur emploi du temps, en triant et en hiérarchisant la correspondance, en gérant et en mettant à jour les dossiers et les processus financiers, et en préparant la correspondance et les documents des réunions, le cas échéant. Ce poste est un canal important pour les divers axes de travail des cadres supérieurs et facilite la liaison et la collaboration entre ceux-ci, l'équipe de direction et ses groupes de travail, le conseil d'administration, les publics externes et le personnel dans l'ensemble de l'organisme.
PRINCIPALES RESPONSABILITÉS
Education & Experience
We understand that experience can look different for everyone. Please share yours as it relates to:
Knowledge, Skills, & Abilities
Qualifications
Formation et expérience
Nous comprenons que l'expérience peut varier d'une personne à l'autre. Veuillez nous dévoiler la vôtre en lien avec les exigences suivantes :
Connaissances, aptitudes et compétences
WHAT WE OFFER
HOW TO APPLY
Please submit your resume and covering to
The David Suzuki Foundation is strongly committed to equity and diversity and to creating a welcoming and inclusive workplace. We especially encourage applications from equity-deserving groups; specifically Indigenous and racialized people, members of the LGBTQIA2S+, trans and gender-diverse communities, women and people with disability, chronic illness and/or neurodiversity.
CE QUE NOUS OFFRONS
COMMENT POSTULER
Veuillez soumettre votre curriculum vitae et votre lettre de motivation en ligne à l'adresse suivante : Le poste restera affiché jusqu'à ce qu'il soit pourvu.
La Fondation David Suzuki est fortement engagée en faveur de l'équité et de la diversité et de la création d'un lieu de travail accueillant et inclusif. Nous encourageons tout particulièrement les candidatures des groupes méritant l'équité, en particulier les autochtones et les personnes racialisées, les membres des communautés LGBTQIA2S+, trans et de genre divers, les femmes et les personnes ayant un handicap, une maladie chronique et/ou une neurodiversité.