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Position Title: Executive Assistant, Development and Communication
Department: Dev & Comm
Posting Start Date: 1/11/2019
Posting Cut-Off Date: 1/28/2019
Description:
Executive Assistant, Development and Communications

Full-time position

As Canada’s largest agency serving at-risk, homeless and trafficked youth, Covenant House Toronto changes lives by providing the widest range of services and support to almost 300 youth a day. A national leader, we educate and advocate for change by influencing public policy and delivering prevention and awareness programs. More than a place to stay, we provide 24/7 crisis shelter and transitional housing on-site and in the community, along with comprehensive services including education, counselling, health care, employment assistance, job training and aftercare. To do all this, we rely on donors for more than 80 percent of our $30.6-million annual operating budget. Our doors are open to youth 16 to 24 regardless of race, religion, sexual orientation, gender identity or the circumstances that have brought them to our doors. Since opening our doors in 1982, Covenant House has served more than 95,000 young people.

This position will provide support to the Director of Development & Communications in the areas of: correspondence and calendar management, department workflow management, quarterly and annual reporting and plan development, research to advance strategic priorities, project and department deadline management, presentations development and general office and department administration.

The successful candidate will be a highly organized and energetic individual who has strong attention to detail and solid competencies in written communication, the use of spreadsheets, meeting planning and organization including formal minute taking and transcription.

This position will come into contact with confidential information and will interact with many stakeholder groups including donors and senior volunteers and community leaders requiring diplomacy, discretion and sound judgement.

The successful applicant will be responsible for:

Director’s Office
• Managing the Director’s calendar in a manner that is respectful of all enquiries, yet diligent in ensuring appropriate use of time, based on the guidelines set by the Director.
• Assisting with emails and attachments to ensure deadlines are managed and priorities are set.
• Maintaining a tracking system so that items will be brought forward on a timely basis.
• Preparing responses to correspondence for Director’s approval and signature.
• Completing department revenue projections for Fundraising/Development Committee meetings and during the departmental planning process.
• Conducting research independently or with a defined team for competitive or environmental analyses, fact-checking or to gathering stats and data.
• Liaising with staff, Board Members, Donors and service providers on behalf of the Director.

Administrative Functions
• Preparing expense documents and purchase requisitions for processing.
• Tracking the Director’s budget against expenditures.
• Maintaining a functional filing system.
• Organizing travel arrangements as required.
• Setting up Development & Communications internal and external meetings for the Director. Liaising with staff, order equipment, catering etc. when required.
• Setting up intra-department meetings (planning, monthly and quarterly) and completing the minutes of each.
• Prepare schedules and templates for department planning, performance reviews and Board reports.
• Tracking department deadlines and follow-up with staff to ensure deadlines are met.
• Update donor files in Raiser’s Edge when needed.

Fundraising/Development Committee
• Preparing welcome letters and packages for new Fundraising/Development Committee members.
• Ensuring contact information for Fundraising/Development Committee members is kept current.
• Providing administrative support to the Fundraising/Development Committee. Set up and attend meetings, order equipment, arrange catering and record and distribute minutes.

Policy Management
• Working with the department to ensure all fundraising policies are organized, updated and reviewed on an annual basis and shared on the staff portal.

Provide Support to the Agency
• Maintaining the staff portal and ensuring that it is always up to date.
• Providing support to other agency staff when updating the portal.

Qualifications:

College diploma in Administrative studies; Must have a minimum of 3-5 years related work experience; Proficient in Microsoft office at an intermediate to advance level, particularly Word, Excel and PowerPoint; Use of internet for research, excellent telephone manner and verbal and written communications. Ability to multi-task, prioritize, utilize diplomacy and tact and discretion; Knowledge of marketing and fundraising with a technical knowledge of fund raising processes is an asset; Computer literacy, Formal minute taking, senior volunteer interaction, confidential and sensitive material handling, meeting coordination, calendar management, administrative support to multiple individuals within a department.


Interested candidates should submit their resume along with a cover letter to
hradmin@covenanthouse.ca by January 28, 2019
.

We thank all applicants however, only those candidates selected for an
interview will be contacted.

As an employer, Covenant House is committed to building an organization that
reflects the diversity of our clients and the communities we serve. We
encourage applications from qualified individuals who represent diverse
communities in accordance with the Ontario Human Rights Code, Accessibility for Ontarians with
Disabilities Act and Covenant House Policies on Accommodation, a request for
accommodation will be accepted as part of Covenant House recruitment process
.