Administrative Assistant

JOB DESCRIPTION:

Reporting to the Chief Executive Officer, this position is responsible for Finance and Administrative Support to the United Way of Thunder Bay and the Board of Directors.

KEY RESPONSIBILITIES:

Financial:

• Act as a key lead in obtaining donations through various methods and platforms of donor giving and ensure all donations are entered and tracked in the CRM software system
• Secure received revenue and prepare bank deposits
• Ensure all donors are receipted accurately and in a timely manner
• Maintain records of Petty Cash and Gift Card expenditures
• Research cost effective measures to purchase and maintain an inventory of office and kitchen supplies

Administrative Support:

• Coordinate, prepare and distribute schedules, agendas, materials and minutes for the Board of Director meetings and sub-committees as well as the Annual General Meeting
• Coordinate and maintain the Board of Directors’ Code of Conduct and Canada Revenue Annual Eligibility questionnaires
• Act as primary receptionist and ambassador to greet guests and answer calls for the United Way of Thunder Bay and direct accordingly
• Provide general administrative support for the organization
• Maintain current documents on the UWCC Portal for annual membership agreement compliance
• Provide assistance and back-up to other administrative and finance roles as required

Other:

• Provide guidance and support for interns, students and volunteers as required
• Acquire, maintain knowledge of and use information management software systems to fulfill responsibilities of position
• Update skills regularly to enhance knowledge and best practices to fulfill responsibilities of position
• Maintain manual of current position
• Other duties as assigned by the Chief Executive Officer

The Ideal Candidate Will Have:

• Post-secondary education in a related field and/or appropriate experience
• Knowledge of CRM Software Systems, Microsoft Office Suite (with advanced-level experience in Excel) and OneDrive
• Excellent written and verbal communication skills and able to take meeting minutes
• Attention to detail and appreciation for accuracy
• Excellent time management skills to work in a fast-paced office environment
• Use of a vehicle and valid driver’s license

Other Considerations:

• Candidate must be 18 years of age or older and legally eligible to work in Canada
• Candidate must provide proof of full vaccination against COVID-19 upon acceptance of employment
• Candidate must provide a clear criminal records check upon acceptance of employment

The United Way of Thunder Bay is an equal opportunity employer who encourages applications from all individuals, including Indigenous people, persons with disabilities, visible minority groups and women.

Interested applicants should submit a resumé, complete with a detailed cover letter to the attention of:

Robyn Rempel, Acting Manager, Finance: rrempel@uwaytbay.ca

Deadline for Applications: 4:30 PM, Wednesday, October 4, 2023

We wish to thank all applicants; however only those selected for an interview will be contacted.