Lead

 

Description:

Are you passionate about empowering the next generation? Are you motivated by educating and inspiring young people to succeed? If you’re looking to develop a rewarding career in an impact driven, youth-focused charity, we’d love to hear from you! 

This role supports the President & CEO and the Senior Director Finance and Operations on a day-today basis. It also supports the President & CEO and the Leadership Circle to ensure the smooth, professional operation of the Board of Directors and its Committees and the Board of Governors. Entrusted with confidential and sensitive information, this function relies on the Lead’s careful attention to detail, their responsiveness, and strong stakeholder relations skills. They must consistently represent JA in a professional, service-oriented manner. 

KEY RESPONSIBILITIES INCLUDE: 

Governance Administration 

• Actions the Agreement to Serve process for Directors and Governors. 

• Ensures information records for Directors and Governors in CRM and other databases/software programs are maintained and accurate (including but not limited to contact information, committee membership, accessibility requirements) 

• Supports the relevant Senior Directors to produce reporting and meeting packages for the Board of Directors and its committees, and the Board of Governors, distributing approved materials to members in accordance with procedures. 

• Attend meetings of the Board of Directors and its committees as recording secretary. 

• Maintains minutes and records of all motions, reports, and action items presented at the Board of Directors, liaising with the President & CEO and the Secretary to ensure accuracy and providing visibility to Leadership Circle of action items. 

• Leads meeting and event logistics for the Board of Directors, its committees, and for the Board of Governors including scheduling, attendance, venues, a/v, food and beverage, travel. 

• Supports the annual report and annual meeting process including data collection, meeting script preparation, event logistics, notice, minutes, and attendance. 

• Maintains the Board of Directors Orientation Manual, Board of Governors Orientation Manual, and Governance Policies and Procedures. 

• Assists with orientation for Directors and Governors. 

• Coordinates volunteer recognition of Directors and Governors. 

Executive Support 

• Provides daily administrative support to the President & CEO and the Senior Director, Finance & Operations. 

• Assists with special projects including conducting research and the collection of data, preparation of reports and presentations, attending meetings and events. 

• Coordinates meetings for the President & CEO (e.g., scheduling, logistics, a/v set-up). 

• Administers follow-up and record keeping related to select internal and external meetings, including recording call reports of the President & CEO in the CRM. 

Office Administration 

• Ensures timely, responsive collection and distribution of mail or parcels, preparing outgoing mail, and taking special delivery items for processing. 

• Liaises with the building staff on facility issues requiring support or attention. 

• Assumes responsibilities of tenant fire safety warden ensuring required supplies are on-hand and onboarding new employees with fire safety training. 

• Ensures the good working order of office equipment. 

• Manages the general voicemail and the info email inbox, redistributing messages appropriately throughout the organization for follow-up. 

• Ensures office, first-aid, and meeting supplies are adequate. 

• Supports staff troubleshooting with the conferencing system and related technology. 

• Serves as the office operations liaison with the IT systems service provider.
• Member and administrative lead for the Joint Workplace Health and Safety Committee and the Social Committee. 

• Leads logistics for staff meetings and special events, including venue, a/v, materials, food and beverage, scheduling, guest support. 

• Assists with onboarding new employees, including position set-up and orientation. 

• Should an office move be required, support the Senior Director Finance and Operations to coordinate, facilitate, and action the move to a new premises. 

• Completes bank deposits according to specified procedures. 

• Manages certain third-party subscriptions and monthly receipts: Globe & Mail, etc. 

EXPERIENCE AND QUALIFICATIONS: 

EXPERIENCE: 

• Diploma in Business Administration or a related field is required. 

• 3-5 years' experience in executive and/or governance support is required, with preference for experience in a charity or not-for-profit organization. 

• Familiarity with not-for-profit/charitable sector governance is preferred. 

• Experienced in drafting minutes and maintaining governance records. 

• Experienced CRM user (i.e., Salesforce/Causeview) is an asset. 

• Strong computer literacy and advanced knowledge of Microsoft 365 is required. 

• Experience managing a/v and technological requirements of hybrid meetings using Teams and Zoom is required.