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Job Details

Job Number:  43400
Executive Assistant/ Contract Specialist
Job Posted: Monday, 9 April 2018
Closing Date: Friday, 20 April 2018
(2 days ago)
The Career Foundation
Region: Toronto Metro area Type: Contract - Full time
Location: Toronto Salary: (not entered)

Organization Profile:  The Career Foundation offers a wide range of career and job-related programs. Since its inception in 1988, The Career Foundation has steadily expanded its services. Operating out of seven locations, we now help thousands of people each year successfully accomplish their employment goals. The Career Foundation receives funding from Employment Ontario, Service Canada, and private sector companies. For more information, please visit our website at www.CareerFoundation.com.


At The Career Foundation, we value inclusiveness and embrace diversity in the workplace. We are a professional, result-driven organization that has been described by our employees as caring, compassionate, innovative, and team-oriented.


We also offer the following:

  • Competitive compensation
  • A comprehensive health benefits plan that includes massage therapy, naturopath services, and travel coverage
  • An Employee & Family Assistance Program
  • An RRSP matching plan
  • A wellness program



Position Type: Full-time parental leave contract of approximately 18 months (possibility of other contracts to follow)

Reporting to: Director of Operations

Location: Toronto

Years of Experience: 3+  

Start date: Mid to late April 2018


Responsibilities (include but are not limited to):

  • Researching, developing, and submitting funding proposals for new projects and project renewals
  • Working with the finance department to prepare budgets for proposals
  • Assisting during contract negotiations with project and/or budget revisions and maintaining detailed negotiation notes 
  • Reviewing new contracts and coordinating a review, signing, and submission process with director, controller, and managers, ensuring that submission deadlines are met
  • Conducting ongoing reviews during project delivery of contracts and a team’s progress towards goals and expenditure targets to ensure programs are on track – keeping director updated
  • Preparing program summaries for director and managers in the form of tables and/or spreadsheets to illustrate progress and areas of improvement
  • Tracking all funder reporting requirements and ensuring that teams meet deadlines
  • Reviewing and editing all reports for funders and providing feedback to managers
  • Drafting meeting agendas, preparing related background material, recording formal minutes, and following up on action items from meetings in a timely manner
  • Providing administrative support to director by drafting documents and memos; corresponding with various parties on the director’s behalf; maintaining electronic and manual filing systems; preparing documents and I.T. set up for meetings; forwarding links or documents; delivering packages; coordinating printing and shredding of documents; obtaining quotes and placing orders, etc.
  • Conducting special organizational and research projects, and reporting on findings as needed
  • Organizing meetings and conference calls on behalf of director, and communicating with related parties
  • Keeping the director updated on key announcements and opportunities
  • Coordinating schedules, appointments, conference bookings, and RSVPs
  • Handling inquiries from funders and clients in the absence of the director and managers
  • Participating actively in team meetings, providing suggestions, and taking initiative to perform tasks related to the achievement of short and long-term goals
  • Identifying strategies to improve quality and/or efficiency of forms and processes and taking steps to implement them
  • Coordinating vacation time and expense claims for management
  • Assisting teams as needed and participating on internal committees
  • Representing the agency at community meetings as needed
  • Maintaining detailed knowledge of The Career Foundation’s policies, procedures, goals, and strategic direction to collaborate effectively and provide excellent service to various stakeholders
  • Travelling between offices periodically for meetings and tasks
  • Other duties as required


Qualifications / Skills Required

  • University degree
  • Highly developed writing and editing skills – previous experience in a writing or editing role is highly desirable
  • Detail oriented
  • Ability to take initiative
  • Minimum of 3 years of experience in a related position
  • Ability to work independently and build strong working relationships with various teams
  • Demonstrated ability in planning a project from start to finish, including project design, research, budgeting, proposal writing, etc.
  • Advanced proficiency in Microsoft Word, Excel, PowerPoint, and database applications
  • Ability to maintain sensitive information and exhibit tact, diplomacy, and good judgment, with high standards of ethics and confidentiality
  • Budgeting experience, with aptitude for maintaining detail and accuracy
  • Ability to work efficiently on numerous projects, prioritize work, and meet deadlines
  • Excellent organizational skills relating to planning, record-keeping, and maintaining and executing an ongoing timetable of activities
  • Excellent telephone manner and communication skills
  • Flexibility to occasionally work beyond normal hours during peak periods or proposal submissions
How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Application Process: Candidates should send a cover letter and resume, addressed to The Hiring Committee, to . Please remember to quote the job title of the position you are applying for in the subject line of your email. No phone calls please. Thank you for your interest in The Career Foundation.
Contact Details:

www:   www.careerfoundation.com

 Thanks for looking on WorkInNonProfits.ca and good luck with your job search!

Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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