Operations and Administration Lead

2 weeks ago

Kingston, Canada Kingston Economic Development Corporation Full time

Join Team Kingston

Full-time Position: Operations and Administration Lead

Kingston Economic Development Corporation

The Kingston Economic Development Corporation is the economic development organization for the City of Kingston, Ontario. Our vision is to establish Kingston as one of Canada’s foremost leading sustainable economies: an inclusive, diverse City where individuals and private and public enterprises thrive.

We have an immediate opening for a full-time permanent Operations and Administration Lead to join our award-winning team. The Operations & Administration Lead provides exceptional service to both internal and external stakeholders, has strong enthusiasm for fostering community growth and economic development, and leverages experience to make sound decisions in a variety of situations.

**Working Conditions**

Remote work or hybrid arrangements **are not available** with Kingston Economic Development Corporation. We are excited to welcome a dedicated professional who shares our commitment to in-person collaboration and contributing to the overall success of our team.

**What We Offer**
- Hiring salary between $50,000 and $65,000
- A comprehensive extended benefits package including pension contributions.
- Enrolment in extended health benefits upon hire
- Three weeks’ paid vacation
- Continuous learning culture with professional development support.

**The Role**

A trusted partner, the Operations & Administration Lead provides executive support to the CEO, is the primary liaison and secretary to the Corporation’s board of directors and oversees operational administration. This is a dynamic role, and the incumbent will work independently on projects, from conception to completion, and will work under pressure to manage a wide variety of activities and confidential matters with discretion.

**Key Responsibilities**

Executive Support
- Provide confidential administrative support to the CEO, including but limited to managing contacts, technology, schedules, and meeting coordination.
- Develop and prepare regular reports related to budgeting, project administration, and operational processes for review with the CEO.
- Primary liaison for the CEO with internal and external stakeholders - responds promptly and briefs the CEO on all communications.
- As the representative of the CEO, assist in coordinating inputs for communications projects to ensure that deliverables are executed on time (i.e., reports to Council, newsletters, media advisories/releases, web content updates).
- Prepare and edit correspondence, communications, presentations, and other business documents.
- Customer service excellence ensures requests for action or information are acted upon, commitment tracking, response to queries and requests.
- Work with confidential information, and ensure privacy and confidentiality are maintained.

Corporate Secretary
- Under the direction of the CEO, act as the primary support contact for the Board of Directors and committees of the board in relation to board business such as special events, meetings, information packages or committee meetings.
- Prepare communications, reports, packages, and other materials for Board business. Attain approvals of the CEO and Board as required and ensure that all materials are distributed on time.
- Ensure compliance with by-laws and approval procedures for documents related to Board business.
- Conduct research, assemble and analyse data, and produce reports related to Board business as directed.
- Assist with on-boarding new Board Directors and/or committee members, ensuring access to key documents and training materials.
- Responsible for maintaining Board records in compliance with applicable legislation and Corporate by-laws.
- Maintains confidentiality.

Administration
- Works with City of Kingston Financial Services to oversee financial administration functions and duties. Administrator for financial management system (FMS).
- Works with managers to ensure financial data entry is accurate and assists in troubleshooting the FMS.
- Coordinates the collection and input of financial data for year-end closing and project audits. Assists managers to monitor the compliance of project spending.
- Prepares and submits the bi-weekly payroll package to third party provider.
- Tracks and records the assignment of Corporate resources, including electronic equipment, furniture, technology, and software deployment.
- Ongoing review of operating practices and processes with recommendations for changes where necessary.
- Administrator for CRM (Salesforce): responsible for developing custom reports at the direction of the CEO and following up on system information as required.
- Maintains corporate technology/software - tracking, licenses, assist in troubleshooting, and brings forward issues to CEO.
- Manages corporate records and data per established processes in compliance with applicable legislation.
- Project support as assigned.
- Act as an ambassador for K

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