Executive and Board Administrator for charitable organization client, downtown east Toronto.
Marberg Job Number: 2886.
Job Type: Temporary.
Initial Term: ASAP for approximately 5-6 weeks, with possibility of extension or direct hire.
Existing Vacancy: Yes.
Target Compensation: From $35 to $40 per hour, according to experience.
Regular Work Hours: From 9 a.m. to 5 p.m. not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (35 work hours per week). Must have flexibility to work extended hours during peak periods.
Work Location: Hybrid, with 3 days remote-based and 2 days onsite at client's downtown east Toronto office. Tuesdays and Thursdays are the onsite anchor days Onsite work requirements may change according to client business requirements.
Responsibilities Summary:
Governance and executive support professional to support effective administration and coordination of Board and committee activities, including several upcoming Board and committee meetings and the organization’s Annual General Meeting in September. Works closely with the COO, CEO and internal team members, as well as Board and committee members, to ensure governance activities are well organized, materials are prepared and distributed on time, meetings are effectively supported, and decisions and follow-up actions are accurately documented and tracked.
- Coordinate Board, committee and Annual General Meeting schedules, invitations, logistics and related communications. Ensure upcoming Board and committee meetings are fully coordinated and supported.
- Liaise with the CEO, COO, Board Chair, committee chairs and internal contributors to support development and finalization of agendas and meeting materials.
- Attend Board, committee and AGM meetings, whether virtual or onsite, and provide meeting support as required.
- Support preparation and coordination of September 23 Annual General Meeting, including meeting materials, logistics, attendance information, resolutions, scripts or run-of-show documents, minutes and post-meeting records, as applicable. Ensure AGM is appropriately prepared for and supported.
- Prepare accurate, concise and professional draft minutes that appropriately capture decisions, resolutions, key discussion points and action items.
- Coordinate review, revision, approval and distribution of meeting minutes. Maintain the quality and timeliness of governance materials, minutes and records.
- Maintain and update decision and action logs, and support follow-up on outstanding items. Maintain effective follow-up on Board and committee decisions and action items.
- Provide responsive executive and administrative support to the CEO and COO, particularly in relation to Board, committee, AGM and other time sensitive organizational priorities.
- Maintain clear, complete and organized records.
- Additional executive and Board support responsibilities as required.
Qualifications:
Education: Post Secondary Degree or Diploma in Business Administration, Public Administration or related discipline, or equivalent combination of work experience and education.
Preferred Work Experience: At least 5+ years of experience of executive and Board support experience.
Preferred Sector Experience: Governance, board support and not-for-profit sector experience required.
Technical and Language Skills Requirements:
- Overall strong technical proficiency and comfort working in a digital forward organization.
- Experience with OnBoard or equivalent Board portal required.
- Proficiency with Google Meet and standard Microsoft Office applications required (will be tested).
- Proficiency with Netsuite or similar financial platforms.
- Expert Level English language skills including expert level business writing skills, conversational skills suitable for a diverse range of audiences including senior leadership, and excellent spelling, grammar, proofreading and syntax (will be tested). Polished, professional telephone manners.
Task -Based Qualifications and Additional Attributes:
- Demonstrated experience supporting a Board of Directors and Board committees in a governance, corporate secretariat, executive support or similar capacity.
- Strong experience preparing formal Board and committee minutes.
- Experience coordinating Board meetings, preparing Board packages and managing governance documentation.
- Excellent judgement, discretion, attention to detail, and the ability to work independently in a fast-paced environment.
- Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
- Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
- Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
- Superior attention to detail, and organized, methodical approach to completion of tasks.
- Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.
- Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.
Additional Requirements:
- Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
- Ability to work both remotely and onsite, abiding by organization health and safety policies.
- Ability to promptly provide qualified employment references upon request.
- Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
- Satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment, and Employment References as required.
Application Notes:
Qualified applications may be contacted same day as date of application.
We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.
Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.
Please note that Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.
Candidates are only contacted via official phone call, email, or Linkedin message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.
No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters.
Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community. 