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Office Manager

4 weeks ago

montréal, Canada AY Talent Full time

OFFICE MANAGER & EXECUTIVE ASSISTANT


Our client, a proud member of the CIUSSS de Centre-Ouest-de-l’Île-de-Montréal, is a state-of-the-art institution in Cote Saint Luc that provides compassionate, cutting-edge care to patients and their families.


The foundation's mission is to support, sustain, and expand services not covered by the government. It also provides funding for essential equipment and addresses emerging hospital priorities. It strives to make a meaningful difference in our hospital and the community's lives.


THE OPPORTUNITY

Reporting to the CEO, this opportunity provides high-level administrative support to the Chief Executive Officer, ensuring efficient operation of the executive office. This role involves managing communications, scheduling, meeting preparations, and liaising with internal and external stakeholders. The person plays a key role in financial administration and overseeing systems and database management to ensure operational efficiency.


KEY RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT

  • Provide support to the CEO with various activities and administrative requirements
  • Serve as the primary point of contact for the Foundation as it pertains to screening and prioritizing incoming general communications (emails, calls, mail), drafting responses or redirecting as appropriate, and professionally representing the organization to donors, stakeholders, and the public while providing exceptional customer service
  • Prepare and edit correspondence, reports, presentations, and other documents as needed

BOARD SUPPORT

  • Attend all Board and Executive Committee meetings and prepare all elements, including logistics, scheduling, agendas, document dissemination, and minute-taking
  • Maintain records of Board activities, decisions, and policies
  • Maintain By-Laws and other legal documentation for the Foundation Board and its subcommittees; maintain other Foundation Board files, legal reports, and records
  • Manage and organize the Annual General Meeting and other special events

GIFT PROCESSING

  • Provide proactive gift management support, including tracking actions, sending letters, issuing receipts, and completing gift commitment documents
  • Ensure accuracy and update donor information within the Raiser’s Edge database

FUNDRAISING STAFF SUPPORT AND PROJECT MANAGEMENT

  • Support Events, Campaigns, and Stewardship with duties as required
  • Support the CEO and Associate Director in generating donor information and reports and providing other logistical support
  • Supervise the Events and Campaigns in gift management to ensure gifts are processed according to established policies and procedures

FINANCE AND ADMINISTRATION

  • Weekly processing and sending of all invoices to the bookkeeper and ensuring timely payment of bills
  • Deposit checks and manage online banking tasks as needed
  • Track expenses and ensure proper documentation for financial records
  • Reconcile monthly bank and credit card statements with financial records to ensure accuracy (in collaboration with the bookkeeper)
  • Assist the bookkeeper with identifying and resolving discrepancies
  • Spearheading audit preparation and compliance. Manage internal controls and provide support for external auditors

IT & SYSTEMS MANAGEMENT

  • Oversee the maintenance and troubleshooting of Raiser’s Edge
  • Coordinate with IT vendors for system upgrades and technical support
  • Ensure any new or revised database protocols and policies are recorded
  • Provide financial reports from the database as required

OFFICE MANAGEMENT

  • Oversee the maintenance of office systems, including filing, data management, and supplies inventory
  • Liaise with vendors and service providers to ensure smooth office operation
  • Liaise with various departments and colleagues within our CIUSSS
  • Proactively develop, implement, and recommend office procedures and systems to enhance overall efficiency
  • Track vacation and sick days for staff


QUALIFICATIONS AND REQUIREMENTS

  • Completion of a certificate, diploma, or degree in Administration, Fundraising, or a related field; or an equivalent combination of education and experience
  • Minimum of 2 years of experience in an executive support role, preferably within the non-profit sector
  • Knowledge of Raiser’s Edge or similar donor management systems
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines
  • Demonstrated ability to handle confidential information with integrity and discretion
  • Excellent communication skills, both written and verbal, in English and French
  • Knowledge of the Montreal Jewish community and/or healthcare an asset


PERSONAL ATTRIBUTES

  • High level of professionalism and ethical standards
  • Ability to take initiative and embrace challenges
  • Strong interpersonal skills, with the ability to build relationships across diverse groups
  • Adaptability and flexibility in a dynamic work environment
  • Commitment to the mission and values of the organization


KEY INFORMATION

  • Regular full-time in-office position (35 hours/week)
  • Occasional evenings or weekend work (for events) are required