Public Relations and Executive Assistant

2 weeks ago

Kitchener, Canada The Food Bank of Waterloo Region Full time

**Public Relations and Executive Assistant**

Administration

Kitchener, Ontario

**Department**: Administration

**Employment Type**: Full-time, in-person role

**Minimum Experience**: Intermediate level

Job Purpose

As the Public Relations and Executive Assistant, you will be an integral member of The Food Bank team providing administrative and public relations support to the Chief Executive Officer and Leadership Team. You will serve as a coordinator for public relation related activities for the Chief Executive Officer and Vice President, Philanthropy and Partnerships. The Leadership team will rely on your daily expertise, advice, coordination, and innovation to ensure such activities are well coordinated.

Reporting to the Chief Executive Officer, you will thrive in an environment of innovation and change as well as be an enthusiastic and collaborative self-starter.

Responsibilities and Duties

RESPONSIBILITIES AND DUTIES INCLUDE BUT NOT LIMITED TO:

- Note: specific examples to be defined within annual workplan and may vary year to year._

1. Overseeing the coordination of public relations and media requests for The Food Bank.
- Responding to requests related to the public relations of The Food Bank.
- Reviewing material and prioritizing information for the media.
- Compiling appropriate materials in preparation for media meetings.
- Coordinating attendance at community events, including preparation of required materials.
- Providing communication support to the CEO, Vice President of Philanthropy and Partnerships, and Leadership team, including developing presentations, briefing notes, speaking points, correspondence, reports, and writing other materials as required.

2. Providing executive support for the Chief Executive Officer, Vice President of Philanthropy and Partnerships and Leadership Team.
- Supporting and coordinating meetings including scheduling, preparing, and distributing meeting materials, summarizing, analyzing and following up on issues.
- Managing calendar of appointments.
- Completing expense reports.
- Assisting with travel arrangements.
- Maintaining office filing systems.
- Developing and managing systems and processes for administration, financial planning, budgeting, correspondence tracking, and meetings and committees.

3. Collaborating with various departments within the organization and external contacts.
- Participating in projects and assignments both internal and external as required, providing support to developing project plans and preparing recommendations and reports.
- Working collaboratively with administrative staff to manage information within the organization, ensuring that highest priority requests are followed up on immediately.

4. Performing other duties as required.
- Providing back-up administrative support for the Administrative Assistant as required, including answering the phone, directing callers to the appropriate person, and answering walk-in inquiries.

Location and Hours
- The Food Bank of Waterloo Region is located at 50 Alpine Court in Kitchener, Ontario.
- The role will be onsite for the work week while onboarding and training; it may then shift to a hybrid schedule at the discretion of the Interim Chief Executive Officer.
- Hours of work are generally between 8:30 a.m. and 4:30 p.m., Monday-Friday, for 40 hours per week (inclusive of 1 hour paid lunch each day).
- To meet the objectives of The Food Bank and commitments to our volunteers, members, and community, some irregular hours may be required. This would include no more than two evenings a week and/or two weekends a month.

Reporting Structure and Working Relationships
- The Public Relations and Executive Assistant reports to the Interim Chief Executive Officer.
- This role is an integral part of our administration team.
- A significant amount of time in this role is spent working with external clients and the media.
- The role often collaborates with other teams at The Food Bank to meet objectives and commitments.

**Qualifications**:
EXPERIENCE AND ASSETS
- 1-3 years’ experience working in a similar role.
- Previous public relations experience preferred.

EDUCATION
- Post-secondary education in business administration, communications, public relations, marketing, or similar field.

Required Work Capacities (Skills and Abilities)

PHYSICAL REQUIREMENTS
- Minor bending and/or twisting of back and neck.
- 80% desk or computer work including meetings.
- 20% standing or walking on concrete surfaces.
- Minimal lifting, carrying, pushing, pulling from/to floor and from/to/above shoulder.
- Some sustained or awkward positioning.
- Sustained activities requiring far, near vision, computer screens, speaking and hearing.
- Physical environment: indoors, shared office space with some exposure to warehouse (some heat/cold exposure).
- Some travel (i.e., to media events) may be required.

SOCIAL, EMOTIONAL, AND COGNITIVE DEMANDS
- Relationship and network building.
- Teamwork.
- Effective written

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