Executive Assistant

CASE welcomes and encourages applications from people who experience disabilities. Accommodations are available upon request for candidates taking part in all aspects of the application and selection process. If you require accommodation to apply for this position, please contact Joanna Goode at joanna@supportedemployment.ca or 1-800-684-5628 x 700.

Project Title: Canadian Association for Supported Employment

Location: Remote/Virtual

Posting Date: December 12, 2023

Start Date: February 5, 2024

Reports to: Executive Director

Appointed by: Executive Director

JOB OVERVIEW:

The Canadian Association for Supported Employment (CASE) is looking for a new member of our staff team who is committed to our shared goal of increasing employment equity for Canadians who experience disability. We believe that our workforce, and our communities, are stronger when they include the contributions of all members. The successful candidate must bring their strengths and skills in service to meaningful work, enjoy working collaboratively, and be committed to their own learning and development.

CASE is currently searching for an Executive Assistant with extensive experience supporting the success of non-profit organizations. Working under the guidance of the Executive Director, the Executive Assistant is responsible for a wide variety of administrative duties and complex functions in support of the Executive Director and the CASE Board of Directors.

KEY RESPONSIBILITIES:

• Manage timely preparation, compilation, distribution, and storage of material before and after Board of Directors, Committee, and Community of Practice meetings;
• Manage communication, coordination, and scheduling of meetings for various stakeholder groups;

• Manage software accounts, including purchasing and revoking licenses, troubleshooting account and user activities, purchasing, and supporting training of new software;
• Provide Microsoft Administrator support, including troubleshooting user activities, user management, Teams, and SharePoint administration management;
• Initiate preliminary research on a variety of topics as requested: i.e., government policy development, strategic planning, board evaluation, terms of reference, board work-plans, accountability measures and coordination of special projects;
• Review, draft, proofread, edit, format, transcribe, and finalize a variety of documents including letters, agendas, emails, reports, briefs, meeting minutes etc;
• Provide orientation and training for staff and stakeholders related to project and association activities, processes, systems, and software;
• Update the CASE website with new edits and content, including the job board and event calendar;
• Support HR functions like posting job descriptions, applicant screening, and participating in orientation activities;
• Support finance activities like updating payment cards on software accounts, making approved payments, and retrieving receipts;
• Assist in preparation of contracts and coordination of proposals;
• Stay abreast of CASE projects, activities, and procedures;
• Maintain a high level of confidentiality in all interactions;
• Other duties as assigned.

QUALIFICATIONS AND SKILLS:

• 5+ years’ experience in office administration and project coordination.
• 2+ years’ experience working virtually.
• Relevant post-secondary diploma, degree, or special certification(s) (Administration, Project Management, etc.)
• Advanced skills and experience in Microsoft 365 apps, including Microsoft Administrator, Microsoft Teams, SharePoint, and Planner. These skills will be evaluated as part of the screening process.
• Very comfortable with learning new technologies independently with the ability to then train others.

• Can work very well independently and comfortably with a team.
• Excellent time management and ability to prioritize multiple competing activities.
• Ability to work respectfully with diverse stakeholders in an inclusive manner.
• Excellent independent problem-solving abilities.
• Experience editing websites with WordPress is an asset.
• Experience working in the nonprofit sector is an asset.

HOURS OF WORK AND SALARY:

• This is a full-time (37.5 hours / week) permanent position.
• Rate of pay is $32/ hour depending on education and experience.
• The position also includes 3 weeks paid vacation / year.
• 4% RRSP matching and health benefits upon completion of a probationary period.