Office Coordinator

The Ottawa Food Bank has a great opportunity to join our organization as Office Coordinator! We offer a competitive salary, health benefits, a retirement savings plan, and a health and wellness spending account. Better still, this is a chance to work with a great bunch of people that are committed to supporting people facing food insecurity!

12-to-14-month term.

Starting salary is usually in the $70,000 – $80,000 range based on the candidate’s experience; plus, a comprehensive benefits program.

French language skills (verbal and written) are considered an asset.

Reporting to the Chief Executive Officer, the Executive Administrative Officer provides confidential administrative support services to the Chief Executive Officer (CEO), the Board of Directors, the Senior Management Team, and the Management Team.

Executive Administrative Officer (12-14 Month Position)

EXECUTIVE ADMINISTRATIVE OFFICER

The Ottawa Food Bank provides fresh and non-perishable food, as well as supplies such as diapers, toiletries, and cleaning supplies to its network of over 100 emergency food programs across the city. We work in partnership to create a healthier city by empowering people, increasing access to healthy food, and advocating for systemic changes that reduce food insecurity.

Due to a maternity leave, we are seeking an Executive Administrative Officer for a 12-to-14-month term.

This is an excellent opportunity to join one of the most highly respected charities in Ottawa and be part of a team that is passionate about addressing food insecurity and its root causes!

SUMMARY

Reporting to the Chief Executive Officer, the Executive Administrative Officer provides confidential administrative support services to the Chief Executive Officer (CEO), the Board of Directors, the Senior Management Team, and the Management Team.

KEY RESPONSIBILITIES

SUPPORT THE CHIEF EXECUTIVE OFFICER

 

• Coordinates, tracks, and organizes the activities and initiatives of the Office of the Chief Executive Officer. Ensures that initiatives and activities are tracked, items are scheduled and brought forward for follow up, and that CEO is kept abreast of statuses.
• Monitors, coordinates, and reports on deliverables, timelines, and action items related to high level organizational initiatives, such as the strategic plan and annual operating plans.
• Liaises with members of the Senior Management Team on behalf of the CEO, including discussions regarding highly confidential information.
• Collaborates with staff to draft documents and presentations on behalf of the CEO, or to gather information or updates on behalf of the CEO.
• Draft memos, emails, letters, reports, and communiques for the Chief Executive Officer.
• Prepares meeting packages for the CEO, ensuring that required background materials and information are provided, allowing time for review prior to the meeting.
• Manages the CEO’s calendar, including scheduling internal and external meetings and appointments.
• Makes travel arrangements (e.g. hotels, flights, transportation) for the CEO.
• Prepares and submits expense reports and travel claims on behalf of the CEO.
• Handle calls, mail, and other communication that flows through the Office of the Chief Executive Officer.

 

SUPPORT THE BOARD OF DIRECTORS, SENIOR MANAGEMENT TEAM, AND MANAGEMENT TEAM

 

• Identifies, develops, and coordinates agenda items for Board, Senior Management, and other meetings. Provides logistical and administrative support for meetings with the Board of Directors.
• Collects, prepares, and distributes materials for all Board, Board Committee, and Senior Management meetings. Prepares minutes of meetings, oversees the recording of decisions and actions and the retention of documents as required.
• Supports and advises the Board and Board committees, ensuring policies and procedures are followed for Board activities and decisions. Maintains expert knowledge and understanding of Board bylaws and processes.
• Develops and maintains filing systems, records retention processes, and databases for the Board and the Chief Executive Officer, ensuring security of confidential items. In collaboration with the Board Secretary, ensures document retention and destruction is in accordance with legal requirements and Board bylaws.
• Assists the Senior Management Team to facilitate completion of projects and action items and provides administrative support as needed.

 

KNOWLEDGE AND COMPETENCIES

 

• High degree of proficiency with office software applications, including Microsoft 365 (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (e.g. MS Teams, Zoom), and collaboration platforms (e.g. SharePoint).
• Superior organizational skills, and the ability to effectively manage, plan, and prioritize multiple time sensitive tasks and changing priorities.
• Independent, self-directed, and reliable. Committed to high performance standards and continuous improvement.
• Strong problem-solving skills, resourcefulness, initiative, creativity, and the ability to develop solutions to challenges.
• Ability to work effectively and collaboratively at all levels of the organization and with external stakeholders.
• Bilingual (French/English) preferred with excellent written and oral communication skills.
• Ability to maintain the highest degree of confidentiality and act with integrity, sound judgment, tact, discretion, and maturity.

 

EXPERIENCE, EDUCATION, AND OTHER REQUIREMENTS

College diploma in a related field and a minimum of 3-5 years of experience in a similar position, or an equivalent combination of education, training, and experience.

RESPONSIBILITY FOR CONTACTS

The work involves ongoing, regular contact with Board members, the Senior Management Team, staff at all levels of the organization, volunteers, external stakeholders, donors, service providers, and the public.

The position requires the incumbent to represent the Ottawa Food Bank and the Office of the CEO in a professional manner at all times, while sometimes dealing with sensitive or contentious matters.

PROBLEM-SOLVING

The incumbent acts to resolve issues independently and on behalf of the CEO. This may involve working with staff members at senior levels in the organization and requires significant tact and discretion.