Executive Assistant

3 months ago

Port Rowan, Canada Birds Canada Full time

Are you looking to channel your skills into meaningful, energizing work that will directly contribute to protecting our natural world? Do you want to work with an exceptional group of passionate and caring colleagues?

Birds Canada is the country’s premier national non-profit organization dedicated to bird conservation. Every day, our thousands of caring donors, 80+ dedicated staff, and 70,000+ outstanding volunteers are taking action to help us better understand, appreciate, and conserve birds and their habitats. Together, we are Canada’s Voice for Birds - will you join us?

**POSITION OVERVIEW**

**EMPLOYMENT DETAILS**

This is a part time (20 hours/week) position that can be performed fully remotely from anywhere in Canada, however the incumbent’s work hours must partially overlap with the Eastern Time Zone in order to allow sufficient collaboration with the President & CEO, to whom this role reports. This is a one-year contract, with a strong possibility of renewal if desired. There is the possibility of a hybrid work schedule if desired at one of Birds Canada’s Physical offices (Port Rowan, ON; Delta, BC; Sackville, NB). Yearly travel to the annual in-person Board of Directors meeting, held in various locations across Canada, is required.

**TOTAL COMPENSATION**

Birds Canada is proud to offer an exceptional Total Compensation Package, including a competitive starting salary and 5% RRSP matching after 12 months of service. In addition, staff enjoy a primarily employer-paid extended benefits package including health and dental coverage, Basic Group Life Insurance, Group out-of-province travel insurance, Vision, ADD&D and short
- and long-term disability coverage. We offer all staff 4 weeks’ vacation per year to start along with 12 personal health days (both prorated based on number of hours worked per week) and additional paid vacation days between Boxing Day and New Year’s Day.

**STARTING SALARY**: The starting salary range for this role is $46,154 - $49,321 annually (part time equivalent: $23,077 - $24,661 annually), commensurate with your previous experience.

**DUTIES AND RESPONSIBILITIES**
- Develop and manage the annual Board and Committee meeting calendar, ensuring that Board and Committee Chairs are well prepared and supported ahead of meetings and that Directors are aware and reminded of meeting dates.
- Ensure timely preparation of Board and Committee packages, including drafting, editing, formatting, and timely delivery, while also proactively drafting meeting agendas based on approved priorities and CEO guidance.
- Track board decisions and action items, communicate relevant information to staff, and maintain organized storage and archiving of Board documents for easy reference.
- Manage all aspects of Board logistics, including ensuring convenient access to online materials, overseeing the meeting platform, taking minutes, and disseminating relevant information.
- Coordinate logistics for the annual in-person Board Meeting: handling venue bookings, making travel and accommodation arrangements, and processing expense claims.

**REQUIRED KNOWLEDGE AND SKILLS**
- At least two years’ experience in an administrative/executive assistant-type role. Experience working directly with a CEO and/or a Board of Directors would be a definite asset.
- Experience and comfort with using and managing relevant software, such as videoconferencing platforms (e.g. Zoom, Teams), cloud storage, Office suite, Adobe.
- Very strong understanding and writing skills in English. In particular, ability to synthesize long, sometimes technical conversations and to extract key decisions and action items (for minutes and agendas).
- Great interpersonal skills and ability to develop trust-based relationships with the President & CEO and Board of up to 16 people from all backgrounds and regions of Canada.

**EDUCATION AND EXPERIENCE**
- This role does not require a specific educational background; however, the incumbent must demonstrate how their mix of education and experience have prepared them for this role.
- A college degree or equivalent in a relevant field would be an asset.
- Knowledge of the Canadian Not-for-Profit Corporations Act (CNCA) is an asset.

**TO APPLY

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