Executive Administrator

**Job Title**:Executive Administrator

**Location**:Thunder Bay **Travel Required**:Minimal

**Level/Salary Range**: **Position Type**:Contract

**Leadership Thunder Bay’s**:
**Mission **is to develop, strengthen and connect leaders to and within our community.

**Goals **are to Improve individuals’ leadership knowledge and skills; build leadership capacity within the workplace; create networks of partnerships; and foster a vibrant and just community

**Guiding values **which we believe in are that we are all leaders regardless of position or status; that the best learning occurs in a respectful, safe, diverse, and inclusive environment; we ground our learning in community development; we learn together and from each other; and we will listen intently, learn with passion, and live with humility.

**Leadership Thunder Bay’s 4 Pillars** exercise viable business model that is distinct, inspiring, welcoming and sustainable.

**Job Summary**

The Executive Administrator position is required to provide efficient and effective administrative management support services to the organization, the Board of Directors and its Committees, and the Program Facilitator(s).

This position is responsible to report to the Leadership Thunder Bay Board of Directors.

**Role and Responsibilities**
- In consultation with the President, prepares and distributes, monthly Board agenda and minutes;
- Attend monthly board meetings as a minute taker;
- May be required to attend occasional committee meetings;
- Maintain and distribute committee meeting minutes as received from the Committee Chair;
- Provide administrative support for Committees - Recruitment, Graduation, Governance, Alumni and

Engagement, Curriculum and Evaluation and any others established as needed;
- Provide leadership and coordination to the Graduation Committee;
- Maintain an active correspondence file;
- Process annual federal charitable corporation reports in conjunction with the Treasurer and Bookkeeper;
- Provide and create Annual Report for the Annual General Meeting
- Provide day to day office management, which includes information/inquiry response;
- Maintain the Leadership Thunder Bay Canada Post box - pick up and process mail;
- Maintain and access program information, including maintenance of documents and resource materials;
- Provide support to the Board of Directors as requested;
- Collaborate with other staff to maintain accurate records/databases of program participants, alumni, members, volunteers and sponsors;
- Act as a liaison between and among Leadership Thunder Bay, Program Facilitators, the committees, class participants, donors, partners, Community Learning Day hosts, and community;
- Assist Recruitment and Engagement Manager with logistics for Learning Days
- Prepares, distributes and completes follow-up on participant’s evaluation surveys;
- Act as spokesperson when required;
- Assist CAP Teams at media events; meetings and other activities as required;
- Co-ordinate administration of activities (Graduation; Retreat; AGM, Learning Days) and other events as needed;
- Collaborate with Recruitment and Engagement Manager to develop participant information directory;
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**Provision of Financial Services**:

- Consult with the President and Treasurer to prepare the annual budget document for Board Approval;
- Monitor program expenses to keep within approved budget; process payments for approved invoices using computerized software
- Advise and clarify information to Treasurer and Bookkeeping Services Contractor of financial activities as needed;
- Collect and monitor program income payments (including tuition); prepare sponsorship invoices as required;
- Prepare and deliver bank deposits;
- Consults with the Treasurer to ensure preparation of monthly financial reports for Board meetings;
- Prepare for the annual audit; submit charitable return in consultation with the Treasurer and auditing firm;
- Liaise with Endowment Fund contacts as required;
- Other duties as assigned in discussion with the Leadership Thunder Bay Board.

**Qualifications and Education Requirements**
- Minimum of five (5) years’ work experience; experience with non-profit organizations an asset;
- Post-secondary education an asset;
- Proficient with use of technology (Microsoft Office programs) and evaluation software an asset;
- Knowledge and experience in Bookkeeping administration an asset;
- Must understand Ontario Incorporations act (Ontario Not for Profit Cooperation’s Act) as it applies to

Leadership Thunder Bay;
- Understand Roberts Rules of Order;
- Valid Driver’s Licence and access to a reliable vehicle.

**Preferred Skills/Competencies**
- Strong organizational skills
- Excellent communication skills; proven customer service ability
- Understand the importance of confidentiality
- Community focused
- Initiative and problem-solving skills
- Results driven and self-motivated
- Commitment to the understanding of equal opportunities within an all-inclusi