Executive Office and Administration Specialist

KAIROS: Canadian Ecumenical Justice Initiatives is seeking an individual to fill the role of Executive Office and Administration Specialist on a full-time permanent basis (35 hours/week) in Toronto, ON. KAIROS is a small to mid-sized organization.

The Executive Office and Administration Specialist will provide executive-level administrative expertise to the Executive Director and Steering Committee, as well as the senior management team, as required. They are responsible for the administration of the executive office, oversight for facilitating relevant information management and support the project management and coordination of special high-level projects and initiatives. The current primary areas of responsibility are:

- Executive Director and Committee Support: Provide high-level administrative support to Executive Director and the effective functioning of the KAIROS steering committee and its executive level committees and facilitate relevant information management administration; Support the planning and operation of committee meetings: coordinate logistics, assist with committee meeting dockets - prepare, review, edit and distribute written materials, and provide hosting and technical support for electronic presentations at meetings; Attend meetings, take, transcribe and prepare meeting minutes/notes for distribution, track follow-up to decisions and maintain Board/Committee records such as manuals, correspondence, corporate records, files and motions; Maintain up to date records on Committee members and facilitate orientation for new steering committee members, as required; Pro-actively supports the Executive Director’s portfolio, calendar, daily schedule and all other administrative requirements to ensure on-going deliverables and commitments are met; and Communicate directly and on behalf of the Executive Director with Board members, donors, and others on matters related to the Executive Office and with staff, stakeholders and/or vendors, as required to coordinate high-level meetings, special projects and strategic activities, both internally and externally.
- Administration and Project Management: Provide project management oversight, administration and coordination of the development, planning, execution or maintenance for special projects, initiatives and tasks as assigned by the Executive Director; Collaborate on organizational and general administration responsibilities to support the development, implementation and oversight of efficient administrative protocols and practices to ensure consistency across the organization; and Provide other administration management support as required.
- Information Management: Develop and maintain an archiving and current filing system for KAIROS that includes electronic and hard copy materials; Facilitate the training of staff and relevant volunteers in archiving and file retention; Assist in the transition of files and resources between staff in times of staff turnover; and Curate staff-wide electronic shared networks.

All KAIROS staff will exhibit practices that recognize and uphold principles of diversity, equity, inclusion (DEI), anti-colonialism, anti-racism, and anti-oppression (ARAO), exemplifying these principles in their day-to-day interactions with colleagues, partners, hosts, members, donors, supporters, and the public, and contribute to the organization’s DEI and ARAO development at the individual, team, and organizational levels.

**QUALIFICATIONS**
- Post-secondary education in Business Administration or related field.
- 3-5 years of experience providing executive level administrative support; Experience in a not-for-profit setting is desirable.
- Highly developed executive level administration skills;
- Effective priority setting, time and project management skills to orchestrate multiple activities at once, using resources effectively and efficiently, to accomplish a goal ensuring information and files are arranged in a useful manner;
- Solid executive level organizational, planning, problem solving, follow through skills, together with the flexibility to switch easily from one task to another to effectively juggle multiple tasks at the same time as situations or priorities change;
- Highly developed verbal and written communication skills with a keen eye for detail, including proofreading and editing abilities, and experience in taking and transcribing minutes;
- High level of professional discretion in handling confidential or sensitive matters with diplomacy and tact;
- Strong interpersonal skills with the ability to build strong working relationships, recognize personal and professional boundaries, and instill trust, cooperation and support;
- Predisposition to listen, hear and model openness to other ideas; A proactive mindset with the ability to identify and investigate administrative issues and provide effective, timely insights and/or solutions; and
- French language skills are an asset.

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