Executive Assistant

Come Build Hope and Homes with Us!

Executive Assistant- Operations- Full Time
Hamilton, ON
Salary: $56,300-$63,900
Closing Date for Applications: July 5th, 2024

Position: Reporting to the Chief Operating Officer (COO) of Indwell, as the Executive Assistant, you will play a crucial role in supporting the COO and the Regional Directors. Being responsible for managing and updating the Program SharePoint, coordinating meetings and events, providing administrative support, and ensuring the smooth advancement of various operational goals.

We are seeking a leader who has a high level of organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. You are someone who gets deep satisfaction from facilitating communication between senior management and others to achieve their collective goals. Giving leadership the utmost confidence with you taking initiative to accelerate their planning process. Overall, looking to create a meaningful impact on both the work of the COO/Regional Directors and Indwell at large.

What matters to you? Being a part of a work culture that operates out of their core values of DIGNITY, LOVE and HOPE- embracing diversity, promoting equality and inclusion. Motivated to be an essential support to others in a place that sees you as a LEADER, contributing your individuality to champion Indwell's vision of creating communities that TRANSFORM lives.

About Indwell: Founded in 1974, our Christian charity continues to thrive and grow exponentially as we serve people impacted by poverty and homelessness through our vision of HOPE and HOMES for All. We are the fastest growing developer in Ontario creating affordable high quality efficient housing communities coupled with supportive programs to over 1200 tenants to meet their needs of health, wellness, and belonging.

Hours of Work: Full time, 40 hours per week, Monday- Friday with flexibility. This position will require occasional work in the evenings and weekends.

WHAT YOU WILL BE DOING:
SharePoint Management

• Manage and update the Program SharePoint site
• Ensure all relevant documents and resources are easily accessible and up-to-date
• Create and maintain a structured and user-friendly SharePoint environment
• Train staff on how to use SharePoint effectively

CRTs (Committee and Resource Teams)

• Develop agendas for CRT meetings
• Take detailed notes during meetings and distribute minutes promptly
• Follow up on action items to ensure the advancement of CRT goals
• Coordinate and facilitate communication between CRT members

Administrative Support to Regional Directors

• Coordinate meetings, tours, and events with community stakeholders
• Handle administrative tasks such as scheduling, correspondence, and travel arrangements
• Assist in the preparation and distribution of reports and presentations
• Act as a liaison between Regional Directors and other departments

Support to Chief Operations Officer (COO)

• Manage the COO’s calendar, schedule appointments, and organize meetings
• Provide administrative support, including email management and document preparation
• Prepare for key meetings such as Audit Committee meetings, Management Team meetings, and Regional Leaders meetings
• Assist in the preparation of reports, presentations, and other materials for the COO

WHAT YOU WILL BRING:

• A Commitment to Indwell’s mission and vision by working alongside Indwell’s leadership to achieve operational goals
• Bachelor’s degree/Diploma in a related field (office administration, communications, business)
• Three years of relevant experience supporting Executive positions
• Experience in a non-profit setting is an asset
• Competency to manage multiple assignments effectively, deal with confidential information professionally, and exhibit a high degree of trustworthiness
• Ability to work autonomously and also take direction, show initiative, and demonstrate excellent follow-through
• Excellent verbal and written communication skills. Courteous, tactful, diplomatic and friendly
• Sound decision making ability, good judgement and analytical thinking
• High organization, efficiency, resourcefulness, taking initiative by being proactive to anticipate needs
• Proven ability to manage a varied workload, with attention to detail
• Strong demonstrated working knowledge of Microsoft Office 365- Word, Excel, Outlook, Teams and SharePoint with familiarity of on-line collaborative tools
• Valid ‘G’ class Ontario driving license

We want you to thrive:

• Vacation: 3 weeks paid with 8 HEAL days (sick and personal appointments) per year
• Benefits ($6,000/year) paid: Extended health (100% medication coverage- some exceptions may apply), dental and vision care. Life Insurance
• Employee Assistance Program- primary care and professional consulting services
• Group RRSP: Indwells gives 5% of salary, you can opt in for further contributions
• New Staff Orientation Days
• Professional and Personal Development- annual Leadership Conference (themed with guest speaker) Spiritual Ranch Retreat (reflection and recharge with various outdoor activities). Cliffs Strengths Finder Assessment facilitated by People Developer for mentoring opportunities, Lunch and Learn Webinars, Indigenous Cultural Competency and 2SLGBTQ Awareness more
• Social Events: Indwell’s Hope and Homes Banquet yearly to celebrate the important work we do team gatherings

We’re seeking to create a diverse work culture with qualified individuals who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives. Our employment, supports and services are open to people from every creed, race, ethnicity, sex, ability, sexual orientation, and gender identity. And we especially invite applications from Black, Indigenous peoples, members of racialized communities and intersectionalities. Indwell’s leadership are motivated by the example of Jesus Christ as reflected in Indwell’s statement of faith.

Inspired to JOIN OUR TEAM, we invite you…

To APPLY: Please forward your cover letter and resume to our website: www.indwell.ca/careers. We thank all for your interest; however, only those applicants that are being considered will be notified.

Personal information submitted will be used only for employment opportunities within Indwell in accordance with the Freedom of Information and Privacy Act.

Accommodation will be provided to applicants who make their needs known in advance for the duration of the hiring process as required