Executive Assistant – Maternity Leave Contract

The Native Women’s Resource Centre of Toronto (NWRCT) is a community-based organization dedicated to providing resources and support to urban Indigenous women and their families. NWRCT delivers culturally relevant programs and services that empower and build the collective capacity and self-sufficiency of Indigenous women.

As part of the NWRCT team, the Executive Assistant will be responsible for providing internal and external administrative support to a variety of operational functions at NWRCT by following all related policies and implement best practices that provide structure to the effective delivery of the well-needed programs to the Indigenous community. Primary and main focus will be supporting the Executive Director, the work of the Board of Directions and office administration.

Qualifications and Skills:

• Post-secondary diploma/certificate in Social Work or Administration with an interest in community wellness and a minimum five (5) years’ work experience.
• Strong communicator – written, oral, and facilitation skills.
• Well developed organizational/time management skills with an ability to plan, define measurable objectives, and meet objectives in a timely manner.
• Experience working with Indigenous Peoples and Communities, knowledge of Indigenous cultures, traditions, and family dynamics.
• Knowledge of other service agencies with an ability to network, create and maintain these relationships.
• Proven analytical and problem-solving skills.
• Excelled skills in MS Office Software, internet, virtual meeting platforms, databases and general office equipment.
• Self Driven and motivated
• Current and valid CPIC and Vulnerable Sector Screening is required
• First Aid and CPR certifications are considered an asset
• Knowledge of database creation and maintenance is an asset
• IT- web development, social media knowledge is an asset
• Strong organizational/time management skills with an ability to plan define measurable objectives, outcomes and meet timelines
• Takes initiative to predict needs, fill needs of Leadership, and centre operations
• Ability to multi-task and prioritize with strong time management skills. Ability so self direct
• Must posses great verbal and written skills with attention to detail and professional discretion

Responsibilities:

• Act as the point of contact between the executives and internal/external realtionships
• Support the Board of Directors administratively and liaison between board, Executive Director (ED) and community upon request
• Attend and prepare for all board meetings and record keep while maintaining organization of all documents and additional meeting elements. Prepare briefs and presentations for ED and to support meetings
• Clear communication and undertake the tasks of receiving calls, take messages and routing correspondence for ED.
• Maintain diary, arrange meetings and appointments and provide reminders, make travel arrangements for ED
• Take dictation and minutes and accurately enter data and prepare action items
• Monitor office supplies and research advantageous deals or suppliers
• Produce reports, presentations and briefs
• Support all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence as required
• Develop and carry out an efficient documentation and filing system for important information and documents organized physically, and electronically
• Maintain a high degree of discretion and confidentiality
• Coordinate various data and information required by ED
• Develop, implement and maintain protocol for programming calendars such as
• room/workshop bookings and staff time off.
• Assist with research, development and implementation of culturally informed interventions
• Provide and coordinate IT support/ maintenance visits and health and safety measures
• Support meeting scheduling / building visitations/ special events
• Communicate clearly with ED scheduling, outstanding items and updates on workload
• Supporting management in strengthening program administration and documentation
• Supporting the development of streamlined internal administrative processes
• Assist with maintenance of website, social media accounts
• Administrative tasks to update, edit forms, documents etc.
• Culture – takes responsibility to increase sensitivity, awareness, and implementation of
• cultural teachings and organizational practices in both professional conduct and work related deliverables.
• Support and work towards the overall aims and objectives of the Native Women’s Resource Centre by supporting ED in their efforts and workload
• Take initiative to meet needs in advance, predict needs and fill in blanks. Support ED in building knowledge regarding NWRCT programming, professional development, Indigenous awareness, case management, team building, and self-care.
• Other duties as required.

Administrative Duties:

• Complete reports monthly, quarterly, and annually, e.g. files, programming statistics, and monthly work plan, and submit on or before due date
• Maintain accurate, current listing, case notes, and files
• Support office administration, mail-outs, files, logs data collection high priority and confidential record keeping etc.
• Collect, maintain and share a current inventory list of drop-in supplies and materials
• Effectively organize and update the calendar of events/ social media/ building visits
• Assist with program budget expenditures, coordinate and prepare necessary paperwork with adequacy and reasonability
• Assist with other program ed meeting preparation and monitoring, as required
• Maintain Executives schedule and meeting materials and minutes. Prepare meeting items in advance. Schedule, reschedule and manage calendar meetings
• Produce research items, create reports, presentations, and preparation for external events
• Support the Board of Directors administratively with note and record keeping, developing of packages; BOD meeting elements and maintain agency records and organization of documents.

STANDARDS OF PERFORMANCE

• Adhere to policies, procedures and best practices as set by the NWRCT, and applicable funder mandated policies and procedures
• Ability to create and maintain a confidential, welcoming, friendly and safe environment

The Executive Assistant will be directly accountable to the Executive Director or designate for the proper completion of the functions outlined in the job description

NWRCT’s opportunity for employment is non-discriminatory and in compliance with the provisions of the Ontario Human Rights Code and the City of Toronto’s Anti-discrimination Clause.

Please provide a cover letter and resume to Pamela Hart. Due to the nature of the organization’s culturally based social services, NWRCT encourages applications from Indigenous women (Section 24 (1) (a), Special Employment, Ontario Human Rights Code).

Approx Start Date: August 2023
Hours of Work: Monday – Friday, 9:00am – 5:00pm
Application Deadline: Open until filled