Job Posting 100545

Administrator and Executive Assistant
Voice of Purpose
Work From Home - Alberta, British Columbia, Ontario, Quebec, Saskatchewan, Manitoba, New ...
Core team members are working in Central and Eastern Time Zones
closes in 5 days (Mon, 22 Apr)
part time - temporary / contract  •  $30/hr up to 20-25 hours a week

Role Summary Description:

VOP is seeking an Administrator and Executive Assistant, who is pursuing a career in non-profit organizational management in the arts and culture sector. The ideal candidate is: an admin-savvy strategic systems thinker, who can balance the roles of operations manager, project manager, and executive assistant. They anchor their work in effective systems, processes, flexibility, equity, creativity and innovation. They are experienced in the art of finance, operations, managing project life-cycles, leading and coordinating teams, logistics, and familiar with the Community Arts non-profit sector.

The ideal candidate has a well-developed eye for administrative, financial, logistical and operational detail. The candidate we are looking for feels excited about the prospect of using their talents in operations, admin, and project management to support an organization dedicated to embodying co-liberation, with projects and services dedicated to 1) capacity development (e.g. professional development for community engaged artists), and 2) systems change (e.g. strategic change management support for arts leaders of colour) – in the community arts industry.

This is a leadership and leadership support role. It is an opportunity to grow with an innovative organization in the arts, striving to catalyze our industry toward positive transformation. The candidate will report directly to our Executive Director, and serve as a core pillar for the VOP Team to maintain sound internal systems as we launch and deliver our upcoming projects. The candidate will be invited to contribute to and support strategic planning, as well as help organize, carry out and delegate related tasks to drive project goals and organizational purpose forward.

Organizational Context:

Voice of Purpose (VOP) is an organization that focuses on capacity building and systems change in the transformative arts sector. The primary purpose of our industry is to deliver empowering social impact through the arts and community engagement. VOP serves the sector through professional development, consulting, and sector-wide collaborations. We are an organization dedicated to being an industry catalyst by supporting arts organizations, leaders, and the sector as a whole to embody true purpose and deepen our collective impact in the world.
VOP is in the process of developing and delivering new projects in 2024 across Canada and the US that will provide professional development training for community engaged artists, and strategic change management support for arts leaders of colour. We are an organization with a mission anchored in co-liberation and transformation.

VOP is a federally-incorporated Canadian nonprofit (NFP) organization and a Georgia-registered LLC in the US. 

 

Role Dimensions:

The position will have 3 Role Domains: Operations Management, Project Management, Executive Assistance

1) Operations Management

  • Operational systems maintenance and process improvements for both VOP NFP (Canadian not-for-profit) and VOP LLC (US for-profit), specifically:
    • Continued upkeep of financial administrative processes and systems including working with external finance team on bookkeeping, payroll, CRA remittances, and internal processes such as bill payments, expense reporting, budget tracking etc.
    • Updates and documentation of administrative and operational processes and procedures
    • Introducing and implementing new policies and procedures as needed
    • Planning for upcoming compliance items such as annual tax returns, reports and other filings (and support with filing as needed)
    • Support in developing and administering agreements and contracts
    • Continued development and maintenance of operations systems overview on Miro and Coda
    • Maintaining processes related to commercial general liability insurance
    • Support of governance functions as required by the board of directors
    • Organizational Strategic Planning support around operational systems and embodying co-liberatory practices
  • Team support related to operations
    • Recruitment, onboarding, ongoing support and off-boarding
  • Research & Communications

2) Project Management

  • Manage and Support project planning and delivery
    • Maintain a project management system inside of Asana
      • Organize project architectures
      • Create and delegate necessary tasks
      • Monitor progress of projects & keep details organized on track
      • Developing & operationalizing accountability systems for team
      • Support team toward project success
    • Project components may include:
      • Team & organizational culture related support
      • Capacity Development initiatives:
        • Educational content development and delivery process for online professional development training programs (e.g. support curriculum development related tasks)
        • Process of designing and building of an online resource hub
      • Systems Change initiatives:
        • Industry-wide partnership collaborations, knowledge generation sessions (e.g. support with related admin and logistics, support thought leadership)
      • Marketing & Communications

3) Executive Assistance

  • Provide executive leadership support 
    • Attend meetings with both internal teams and external stakeholders, take notes and work closely with Executive Director on action items
    • Coordinate booking meetings with internal teams and external stakeholders
  • Domains of VOP leadership
    • strategic planning 
    • business strategy
    • strategic foresight 
    • industry change leadership 
    • organizational development
    • product/program/curriculum development
    • international and intersectoral partnerships
    • fundraising/grants
    • team anchor and source of support
    • marketing and communications
  • Related support domains for position
    • Creating visual and written summaries of meetings and strategy sessions
    • Conducting research and provide data analysis and synthesis
    • Manage calendars, spreadsheets, docs, CRMs & digital filing systems
    • Support financial admin related tasks for executive leaders
    • Support fundraising/funding proposal development related tasks
    • Other administrative tasks as needed
  • Others - dependent on skills brought forth by the candidate

The ideal candidate will have proven experience and skill in the following areas:

  • Financial Administration
  • Operations
  • Logistics
  • Human Resources
  • Project Management
  • Strategic thinking & foresight
  • Community Arts
  • Non-Profit Governance
  • Equity and Social Justice

Please note that even if you do not have expert-level experience in all of these areas, if this position and the values and vision of our organization calls to you and feels aligned with your purpose, please go ahead and apply. Training opportunities will be provided as needed to support your growth.

Digital Tools: The Candidate will need to utilize and become proficient in the following software - training can be provided as needed  

  • Google Workspace (specifically Email, Docs, Sheets, Drive & Calendar),
  • Asana
  • Coda
  • Miro
  • Zoom and Google Meets (and possibly other meeting softwares)
  • CRMs
  • Others TBD

Other considerations & qualifications - The ideal candidate is someone who:

  • Must be able to work on fast timelines for turn over of deliverables.
  • Able to integrate accessibility considerations and needs of staff and participants
  • Commitment to Anti-Oppression, Social Justice, Co-Liberation, EDIA
  • Able to work in teams in a highly collaborative environment & independently
  • A Leader - Self-motivated / Self-driven (i.e. is able to understand the needs of a project/ the org/ exec leaders and teammates - and takes initiative. E.g. they do not wait to be told what to do before initiating communication and taking initiative to problem solve for things that need to be done or addressed)
  • Effective and direct communicator, with mastery of written and spoken English
  • Pays attention to detail
  • Strategic thinker who can integrate strategic foresight and organizational strategy
  • Interested in innovation & strategy
  • Interested in change and transformation stewardship (industry change leadership) in the arts
  • Versed in non-profit organizations and community arts sector
  • Feels that personal purpose/passion is in alignment with this role
  • Has access to stable internet & computer - Able to work fully remote

Reporting & Team Structure:

The candidate will be taking directives from our Founder & Executive Director, and Director of Digital Strategy & Organizational Development, as well as collaborating with marketing and IT team members. The majority of our team works within Eastern & Central Time Zones.

Timing and compensation:

$30/hr up to 20-25 hours a week, for a period of 12-14 months. Please note that this is an independent contractor position.

The position will remain open until filled.

 

Eligibility & Considerations:

As an organization committed to equity and inclusion, priority will be given to BIPOC and those belonging to historically marginalized groups.

This position is only open to Canadian residents as access to banking and CRA-related processes are required.

Please only apply if you feel a strong resonance with our organizational mission and an alignment of your personal purpose - and if you do, please apply even if you may not feel you fit the exact description of requirements.

If you require accommodations for your interview or need help submitting your application, please send your request to: . We will work with you to best support your needs.

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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