Summary

We are looking for an experienced, self-directed Administrator to establish and maintain our organization’s day-to-day operations. Experience in the not-for-profit sector is an asset. To be successful in this role, you will support the Board Chair and Committee Chairs with administrative, financial, project management, and additional activities, as required.

Description

Description

Job Title: Senior Administrator

Part Time: 10-20 hours per week / $28 – $32 per hour; evenings are required for Board and Committee meetings.

Contract position, Remote position (GTA-based preferred)

Posting Closes January 19, 2024, interviews will follow shortly afterwards.

Eli’s Place will be a farm-based residential treatment centre helping adults age 18-35 who have been diagnosed with schizophrenia, schizoaffective disorder, bipolar disorder, major depression, mood disorders and related mental health challenges.

Job Purpose

We are looking for an experienced, self-directed Administrator to establish and maintain our organization’s day-to-day operations.  To be successful in this role, you will support the Board Chair and Committee Chairs with administrative, financial, project management, and additional activities as required.  Experience in the not-for-profit sector is an asset.

Reports to

Due to the complex nature of the organization and active role of its board, the Senior Administrator will report directly to the Board Chair and the Chair of the Fundraising Committee.

Scope Broadly Outlined

The Administrator should be highly organized and able to multitask with ease.  Experiencing with taking Board and Committee meetings, organizing meetings, data input and maintenance, etc. is important.  Familiarity with fundraising software is an asset.  The ideal candidate has experience as an Administrator, Administrative Assistant or relevant role.  Ultimately, the successful Administrator should be able to ensure Eli’s Place is run smoothly.

Specific Responsibilities

  • Support Board Chair/ED in duties related to Board meetings, including preparing agendas and agenda material, taking minutes at Board meetings, scheduling Board meetings, and circulating Board agenda packages.
  • Support Committee Chairs in preparing agendas and agenda material, scheduling Committee meetings and circulating agenda packages.
  • Support Fundraising Committee Chair with administration of fundraising program including importing donations reports from external sites, manually inputting donations, sending out receipts and thank you letters to donors, preparing and sending Tribute Cards, and updating contact details as needed.
  • Support the Communications Committee and Digital Marketing Specialist by updating and importing donors into MailChimp, preparing tags for email campaigns, and other ad hoc requests as requested.
  • Support Treasurer and Bookkeeper with collecting receipts, invoices and payment records, reconciling monthly Visa Statements, attaching receipts to bank transactions in Quickbooks and categorising to the correct Chart of Accounts, and assisting the Treasurer, Bookkeeper and Accountant with preparing year end Financial Statements.
  • Support Task Groups in preparing and gathering agenda materials, scheduling meetings, preparing Minutes and circulating meeting packages.
  • Support Board Chair in preparing of communications
  • Act as backup for the Fundraising Chair when she is out of the office
  • Provide general administrative support to Eli’s Place including:
    • Calendar management and event bookings
    • Order fulfillment and vendor management
    • Database maintenance and management
    • Distribute incoming and outgoing mail/email
    • Prepare reports and presentations
    • Provide standard reports and other documentation to Bookkeeper on a monthly/as needed basis
    • Organize and store documentation methodically for accessibility while meeting with security standards and PIPEDA

Skills and Experience

The Administrative Support Resource will have:

  • A highly organized approach to management with the ability to prioritize and manage competing activities of different nature with ease.
  • Provide experience as an Administrator, Administrative Assistant or relevant role
  • Knowledge of office policies and procedures
  • Experience with office management tools (specifically MS Office and G-Suite)
  • Excellent project and time management skills
  • Strong written and oral communication skills, with an eye for detail
  • Solutions-based focus with an optimistic outlook
  • Familiarity with office equipment, including printers and fax machines
  • College diploma; additional qualifications as an Office Administrator or Secretary are a plus

How to Apply

Please submit your resume with cover letter to Deborah Cooper at elisplace.org by January 19, 2024.