Executive Assistant
Organization
The Hnatyshyn Foundation
Job Type
Permanent (part-time)
Language Required
English/practical French
Location
Ottawa
Application Deadline
21-09-2020
Job Start Date
13-10-2020
Date Posted
15-09-2020
Email
director@rjhf.com
Website
www.rjhf.com
Salary
$24.00/hour (21 hours/week)
Job Description
Executive Assistant
Part-time*
Job Description
( Updated Sept. 2020)
Overview
Under the direction of the Executive Director, the Executive Assistant is responsible for providing administrative support to ensure the effective, efficient and accurate day-to-day operations of the Foundation.
The Executive Assistant also serves as Secretary to the President in support of the ongoing fundraising and networking activities of the Foundation.
Skills and Knowledge
The position requires discretion and sound judgment because of the sometimes confidential nature of communications between Board members, or between the Foundation and patrons or other parties.
Strong attention to detail and a conscientious attitude, along with the ability to adapt to changes in work schedule and tight deadlines are essential.
Detailed knowledge of office software, including MS Excel, MSWord., Adobe Dreamwaver, Photoshop, InDesign...General knowledge of bookkeeping practices (incl. QuickBooks).
Strong technical skills, including a working knowledge of current communications technologies, including email and the Internet, as well as a working knowledge of online work tools (social media, file sharing tools, Cloud software).
Ability to communicate in both official languages.
General knowledge of the arts community and artistic practice.
Reporting and Working Relationships
The Executive Assistant
• Reports to the Executive Director for the day-to-day operations of the Foundation;
• Reports to the President in support of fundraising and networking activities;
• Works closely with the Executive Director, auditor, treasurer and investment manager to monitor and document the financial activities of the Foundation;
• Provides general support to the Board and committees; and
• May also work with or monitor the work of external suppliers, contractors and volunteers.
Duties
The duties of the Executive Assistant can be divided into five key areas: office administration, maintaining financial records, internal communications, fundraising support, and administrative support for the Executive Director, President, and Board of Directors.
OFFICE ADMINISTRATION
• Fields and processes all incoming phone calls, including general enquiries.
• Monitors emails and mail and distributes or follows up as required.
• Maintains filing system for all corporate records.
• Manages Donors’ Lists/Database (SUMAC etc...)
• Maintains contact data and updates email address book including mailing address and telephone numbers.
• Coordinates/writes/maintains correspondence for the Foundation’s President.
• Transcribes audio texts into written Reports/Minutes (English).
• Orders and maintains inventory of supplies.
• Maintains and updates office/reference manual.
• Participates in annual operational planning exercise.
• Coordinates meetings/travel/Annual General Meeting/Awards Ceremonies etc...
FINANCIAL
• Assists the Executive Director and the Treasurer in the preparation of the annual operating budget.
• Maintains the Foundation’s accounts using bookkeeping software (Quickbooks and MS Excel) and enters all expenditures in QuickBooks accounting system ensuring that they are properly coded to facilitate year-end audit and charitable information return.
• Verifies monthly bank and credit card statements and prepares monthly reports on expenses, monthly forecasts and budgets and assembles data on expenditures for the Auditor and the Executive Director.
• Monitors cash flow and communicates with the bank(s) and the investment manager to arrange the periodic transfer of funds to the operations account of the Foundation. Makes bank deposits as required.
• Prepares monthly payroll and cheques for employees as well as annual T-4 slips and records of employment. Forwards tax and other required deductions to CRA.
• Prepares cheques for grant recipients and adjudicators.
• Prepares cheques for the payment of supplier invoices.
• Ensures rent, telephone and water are paid monthly.
• Maintains accounts receivable data on donations and donors. Prepares acknowledgments and receipts and compiles year-end data on donations for the Auditor and prepares annual list of donors for the Annual Report and website.
• Maintains/updates/prints ( using Excel ) - the annual Operational Budget for Executive Director. Tracks/monitors proof of school enrolment for Developing Artists grants.
*Work Schedule
The regular work hours are 9:30 am to 4pm, Tuesday, Wednesday and Thursday of each week, for a total of 21 hours per week.
Please email CV to the Hnatyshyn Foundation Executive Director:
director@rjhf.com