Job Posting 85973

Administrative Coordinator
MakeWay
Work From Home - Toronto Metro area
Toronto, Ontario
closing tomorrow (Thu, 11 Aug)
full time  •  $44,756 -$50,639 (dependent on experience you bring)

Administrative Coordinator – Full-time, Permanent

Location: Ontario, with a minimum 2 days a week working from our Toronto office

 

Are you a highly organized administrator who is looking for fulfilling work in the non-profit sector with supportive colleagues and a flexible work culture? Are you keen to be working in the heart of a thriving foundation doing cutting-edge work for nature, social justice and Indigenous rights?  Do you thrive in a fast-paced environment, have a keen eye for details, and enjoy interacting with a diverse range of people in fast-moving environment? 

 

MakeWay is looking for a new team member to provide administrative support to the CEO, CFO and Senior Management Team to help us advance our plans and mission. This position will report to the CFO.

 

MakeWay builds partnerships and solutions to help nature and communities thrive together. We are made up of two legal charitable entities: MakeWay Charitable Society, a shared platform home to over 65 innovative community-led projects staffed by 150 change makers; and MakeWay Foundation where about 70 people are advancing place-based programs that support Indigenous-led solutions and conservation in the North, Pacific, Manitoba, and beyond via grant-making, funder collaboratives and other tools.  Our people, projects, and partners are based across the country.

 

If our values align with yours and you want to learn, grow, and develop within a supportive team that shares knowledge and cares, then we want to hear from you!  Join us and make a difference.

 

What You’ll Do:

 

Administrative Support to the CEO and CFO:

  • Perform administrative duties including preparing and coding expenses, budgeting, calendar management, coordination of external meetings
  • Support with events both on-line and in person for our program or funder partners that are led by the CEO

Administrative Support to the Senior Management Team:

  • Coordinate and attend Senior Management Team and Senior Management Team Operations meetings, take minutes, prepare and track action items and ensure follow up in a timely manner
  • Coordinate and attend Coordinating Team Meetings including drafting agendas and preparing meeting communications, take minutes, prepare and track action items and ensure follow up in a timely manner
  • Schedule and draft agenda for staff meetings, facilitate as appropriate
  • Coordinate team retreats as required

General and Office Administration:

  • Provide oversight to the Toronto office locations, including maintaining updates to the office handbooks, tracking access key allocations to staff, arranging maintenance as needed
  • Ensure office related invoices such as cleaning are paid on a timely basis
  • Answer general phone and email enquiries, open mail and re-direct as appropriate
  • Organize and maintain electronic filing systems
  • Support data entry needs of CEO, CFO and other Senior Management Team members as needed

Special projects:

  • Leads or participates on special projects as required and desired

Who You Are:

  • Committed to truth and reconciliation, social justice and ecological well-being
  • Ability to maintains ethics, integrity, and discretion
  • Extremely organized with outstanding focus on details, time management skills and a demonstrated ability to anticipate, plan and deliver exceptional support in a timely manner
  • Ability to manage and prioritize incoming requests, juggle conflicting priorities, all while maintaining effectiveness and efficiency
  • Action-oriented and ability to take on new challenges
  • Strong problem solving and analytical abilities
  • A collaborative team member and a self-starter, with an ability to work collaboratively within and across teams as well as work alone with limited supervision

Experience You Bring:

  • Experience in a non-profit setting with a demonstrated understanding of the non-profit and/or charitable sector
  • At least 3+ years in an administrative or coordination role working with a diverse range of stakeholders
  • Experience preparing presentation materials, managing multiple schedules, and handling meeting and travel logistics
  • Excellent writing, communication skills and active listening skills
  • Excellent proficiency with various office administration and virtual meeting platforms (e.g. Microsoft Office Suite, Smartsheet, Teams, Zoom, SAP Concur)

What We Offer:

  • The opportunity to have a real impact on the community
  • Annual salary of $44,756 -$50,639 (dependent on experience you bring)
  • Competitive benefits package including health, dental, and an annual RRSP-contribution
  • Three weeks’ vacation plus statutory holidays. MakeWay has implemented a Substitution Statutory Holiday policy which allows employees the flexibility to substitute another day for a statutory holiday. In addition, the MakeWay office is closed annually for a winter holiday break
  • Flexible work environment with hybrid working
  • Committed colleagues
  • High level of responsibility and autonomy
  • Opportunities and support for professional learning and growth

How to Apply:

Please submit a resume and cover letter. In your cover letter please share what makes you an ideal fit for this position and why you want to join the MakeWay Team.

 

MakeWay is strongly committed to creating a diverse workplace community and we encourage all qualified applicants to apply. If we can make this easier through accommodation in the selection process, please contact us.

Only those applicants invited for an interview will be contacted. No recruiters please!

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