Executive Assistant

Coverdale Justice Society is a community-based organization dedicated to improving access to justice, promoting alternatives to traditional justice systems, and enhancing public safety and well-being, with a focus on primarily serving communities of criminalized women and gender-diverse individuals, including Indigenous and African Nova Scotian women, trans and queer people, and those affected by gender-based violence and poverty.

Coverdale aims to support individuals impacted by historical and ongoing colonization, racism, sexism, homophobia, and other forms of marginalization and oppression. Our services include court-based, housing-based, and community-based support. Rooted in core values such as empathy, justice, and courage, Coverdale strives to find innovative ways to make real and lasting change for women and gender-diverse people.

Position Summary

Ensures the smooth and efficient operation of the office through organization administration, financial accountability, fund development and logistical duties. The Office Administrator will advance Coverdale in all organizational and program areas through effective communication and collaboration with staff, board, volunteers,and partners.

Job Duties

● Provides administrative support: Handle phone calls, manage emails, greet visitors, organize the mail/courier and act as the first point of contact for clients and employees. Plan in-house and off-site activities like celebrations, sessions and conferences. Drop off and pick up items from facilities as needed. Performs other duties as assigned by the Executive Director.

● Scheduling and coordination: Manage Executive Director's and Board calendars, schedule appointments, coordinate meetings and travel arrangements.

● Record-keeping and data management: Maintain organized and accurate records, including managing digital files, databases, and correspondence. Take Board and meeting minutes. File grant letters, contracts legal documents, and pertinent organizational documentation.

● Office operations: Monitor and order office supplies, manage office equipment, and coordinate maintenance and repairs. Liaise with landlord or facility management vendors on repair, maintenance and safety items of buildings.

● Communication & Social Media: Ensure effective communication between staff, donors and departments, handle queries and complaints. Draft the organization's social media posts, coordinate posts and accounts.

● Accounting and Financial tasks: Assist with budgeting, track expenses, and perform basic bookkeeping tasks. Ensure all items are invoiced and paid on time. Manage contract and price negotiations with vendors, and service providers. Oversee petty cash and in-house client resources (i.e.: gift cards). File monthly Visa and petty cash reconciliations. File month end documents including receipts, invoices, employee expense reports, cheque requests and other month end items. Assist ED and Bookkeeper with financial reports and audits preparations.

● Human Resources support: Assist with the on-boarding of new hires, answer employees questions on benefits administrative, office and/or IT access etc.

● Process improvement: Review and implement new procedures and/or policies to improve office efficiency and ensure company policies are met.

Required Competencies

● Demonstrated proficiency in basic accounting, financial reporting and budgeting

● Strong capability in database management (donor data management is an asset)

● Proven ability in office management

● Strong communications skills, with emphasis on grammar, proofreading, editing and writing

● Relationship builder and innovative thinker with strong interpersonal skills

● Excellent organizational and time management skills and demonstrated initiative and problem-solving abilities

● Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams)

● Ability to multitask and work under pressure

● Customer service experience

● Experience in non-profit administration and non-profit financial management considered an asset

Working Conditions

This position works in an office environment. There is a frequent need to drive to various locations such as the bank and other Coverdale facilities to carry out duties of position. There may be a need to work outside the traditional working hours associated with this position on an infrequent basis based on special circumstances and occasions.

Job Type: Full-time

Pay: $48,000.00-$50,000.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off

Work Location: In person