External

Executive Associate, McConnell Foundation

Position: Full Time

Headquartered in Montreal, the McConnell Foundation is a private Canadian foundation that strives for a resilient, inclusive and sustainable society that can successfully address its complex challenges.

Opportunity

The successful candidate will join a dynamic team that supports diverse and innovative approaches to address community resilience, reconciliation and climate change. We do so through funding and investment partnerships, strengthening capabilities, convening, and collaborating with the public, private and non-profit sectors.

Location

Flexible within Canada. (Remote work is in effect while COVID-19 restrictions apply.) Remote employees must reside in Canada full-time. 

Employment type : Full-Time permanent

Position Summary

Reporting to the President and CEO, the person occupying this function will take on all responsibilities that relate to support of the CEO and Chief Program Officer (CPO). To that end, they will provide follow up and administrative assistance on specified files, as well as coordination on an internal level of files involving the CEO and CPO. They will organize, coordinate, attend and contribute to meetings of certain internal Committees, and contribute to team discussions, to acquire the comprehensive vision and knowledge of the Foundation needed for the execution of the function. They will propose, and participate actively in the development of, a variety of tools for use by the CEO, the CPO and senior leadership team, and for the purposes of special projects, collaborating with all Foundation teams and serve as a preferred point of contact for the CEO; they may also be called upon to carry out a variety of research, communication or coordination tasks for the CEO.

Supervisor : President and Chief Executive Officer (CEO)

Main Responsibilities

Support (70%)

  • Carries out general secretarial and communications work for the CEO and CPO; recommends and prepares communications to be issued by the CEO and CPO, creates presentations, drafts email, letters, notes, speeches etc.
  • Keeps the President and CEO’s and CPO’S agendas updated. To that end, arranges and ensures follow-up on key meetings, participates in the preparation of various documents, files or other pieces relating to such activities; makes reservations for the President and CEO’s travel.
  • Proposes, enhances and creates various tools that will support the work of the CEO, or of certain internal Committees, or the carrying out of special projects (grids, diagrams, organization charts, presentations, etc.).
  • Is responsible for the gathering, compilation and dissemination of a variety of types of information relative to key files for the purposes of large-scale and small meetings.
  • Assists in organizing meetings that bring together all Foundation staff, or meetings of senior leadership team including retreats.
  • In collaboration with the Executive Secretary, organizes, calls, and attends, if necessary, specified meetings of the Board of Directors.
  • Organizes travel, when done jointly, of the senior leadership team for Foundation conferences (follow-up on registration, airplane tickets, hotel)
  • Is responsible for logistical and organizational support for meetings, and support for the conducting of meetings, involving the CEO, the CPO and external actors, and attends to registrations for conventions, conferences, colloquia, etc.
  • Reads incoming mail, keeps a reference registry of the actions to be taken, and ensures that urgent and/or important correspondence is attended to by the President and CEO, or by other relevant individuals; answers routine correspondence.
  • Triages telephone messages according to urgency and/or importance; directs calls to the relevant staff person if necessary.
  • Arranges for the President and CEO’s approval for all documents following internal signing protocol for contracts, cheques, electronic transactions, investments, contributions to partners,
  • Receives invoices and transmits them to Finance. Verifies that the right account number is utilized.
  • Prepares the President and CEO’s and CPO expense statements.

Collaborations, special projects and other tasks (20%)

  • Supports the CEO and the CPO in the preparation of presentations and speeches for a variety of events or conferences.
  • Carries out research, analysis or benchmarking according to the needs of the CEO and CPO for special projects, events or conferences.
  • Ensures communication among all internal and external actors with regards to special projects, in the collection and verification of information; monitors and ensures progress of files.
  • Prepares and revises various documents necessary to the effective operation of the Foundation or relating to current special projects.
  • Coordinates various projects as requested by the CEO, ensures their progress and realization.

Communications (10%)

  • Ensures communication between the CEO and internal services as well as with external actors.
  • Works closely with the communications team on planning and preliminary review of communications aimed at an internal audience.
  • Writes, reviews, edits, translates or corrects documents as needed.

Equal Employment Opportunity Statement

The McConnell Foundation is working towards strengthening our culture of inclusion and strives to build a team that reflects our mission for a more inclusive, resilient and sustainable society. We welcome and encourage applications from Indigenous people, Black people, racialized people, women, non-binary and gender non-conforming people, people from the 2SLGBTQQIA community, people with disabilities (visible and invisible) and newcomers to Canada.

Our work environment and hiring process is inclusive and accessible to anyone with unique needs in terms of accessibility and accommodations. We will support you throughout the life cycle of your employment with us. We ask that all applicants identify their accommodation needs by sending an email to accessibility@ mcconnellfoundation.ca so that we can create the necessary conditions so that you can participate fully in the hiring process. All information received in relation to accommodation will be kept confidential.

How to Apply

Please submit your resume and a cover letter to this link by September 9, 2022.

Education

Diploma in office management (DEC) or equivalent

Experience

Three (3) years in a similar position

Qualifications

  • Excellent grasp of English and French grammar
  • Ability to write and translate general correspondence
  • Excellent knowledge of the Foundation’s office tools (office 365), and strong ability to learn new software.
  • Ability to communicate with tact, caring and politeness
  • Excellent judgment and ability to work in a team
  • Ability to have a complete vision and understanding of the organization
  • Discretion, respect for confidentially and impeccable professional ethics
  • Rigour and strong organizational skills

Benefits

Dental Insurance
Disability Insurance
Supplementary Health Insurance
Life Insurance
Vacation leave and Compensatory Leave
Language training offered
Employee Assistance Program
Group RRSP
Pension Plan
Casual Attire
Working from home