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Business and Administrative Coordinator
3 months ago
Are you a proactive, organized and solutions-driven administrative professional who would like to contribute to the meaningful work of a charity that conserves natural areas in the Edmonton region? We are looking for an individual to provide comprehensive and confident business and administrative services to support our management and operations.
About Us
The Edmonton and Area Land Trust (EALT) is a registered charity that secures and stewards areas of ecological significance in the capital region. We are a small team of six permanent staff with additional seasonal interns throughout the year. We own conservation lands that are open to the public and that we steward with the support of volunteers and contractors. We actively secure new lands for conservation and fund our work through grants, donations, and endowments.
The Job
Reporting to the Executive Director, the Business and Administrative Coordinator serves as an integral member of the team by taking charge of the business and administrative requirements of the organization and office. This position is responsible for day-to-day, month-to-month, and annual business and administrative functions. We seek an individual who is organized, detail-oriented, and brings a service excellence and proactive attitude to our team. Key responsibilities are to:
• Coordinate and maintain EALT’s operational requirements and records (e.g., filings, licences, insurance, registrations, etc.).
• Coordinate financial records required by the contracted bookkeeper for bi-weekly accounts payable/receivable (e.g., invoices, bills, bank statements, cheques, etc.).
• Maintain complete electronic financial and corporate records throughout the year and coordinate the annual audit for which the Executive Director is responsible.
• Provide administrative services to the Board of Directors and its committees and maintain a detailed awareness and understanding of the Board to provide timely support to the Executive Director (e.g., maintain Board web portal, coordinate Board meeting schedules and invites, prepare meeting agendas, package and catering, problem-solving and general Board communications, etc.).
• Point of contact for the contracted managed IT service provider and for services and projects undertaken by providers.
• Coordinate recruitment, on boarding, orientation, and end of service of employees and board members.
• Coordinate the health and safety program, including scheduled office inspections, incident reporting, and volunteer agreement records management.
• Maintain a detailed awareness and understanding of on-going grants, contracts, and agreements to provide effective and timely business and administrative services to the Executive Director, Conservation Manager and project leads (e.g., grant and contract budgets, invoices and payments, reporting requirements and deadlines, records management, etc.).
• Manage the physical office and office lease, respond to inquiries from the general public, monitor the office phone and voice mail, mailbox, and courier deliveries, and procure field work and office supplies for the staff team.
• The position requires in-person interactions with the general public and some lifting of office equipment and supplies.
• Other duties as required.
You Bring
• Degree, diploma or certificate in business or office administration and/or related or equivalent education and experience.
• 3+ years of related experience; experience in the charitable sector is considered an asset.
• Advanced user of Microsoft applications, effective user of office productivity and other cloud-based software, familiarity with QuickBooks is as asset.
• Fluency in English (written and verbal) and excellent communication and interpersonal skills.
• Ability to proactively provide solutions to improve various processes and procedures.
• Excellent organizational skills and records keeping, and a proven ability to work with sensitive and confidential materials.
• Ability to work independently with minimal supervision and perform tasks accurately with strong attention to detail.
• Take the initiative with a strong commitment to quality work.
• Enjoy working with the Board and supporting the Board members.
• Brings a service excellence and can-do attitude.
The Edmonton and Area Land Trust offers a medical allowance, vacation allowance, RRSP/TFSA matching program, and values work-life balance. This position is based in the EALT office located in west Edmonton.
Application Procedures
To apply submit a personalized cover letter and resume electronically in one PDF document to recruitment@ealt.ca. Highlight how your skills, education, and experience will contribute to our team and your success in this position. Please include your hourly wage expectations in your cover letter. If you are interested in part-time hours, in your cover letter please indicate how many hours per week and over how many days (e.g., 25 hours/week over 5 days; or 30 hours/week over 4 days). We thank all interested applicants. Only those selected for an interview will be contacted.
