Position
- Pay Rate: (flexible)
- Location:
- Contract Length:
We at Raise are hiring right now for one of our Clients. If you’re interested, apply below for your chance to join a great place to work.
Responsibilities
- Establishes and maintains collaborative working relationships with all levels within and outside the organization and acts as focal point of contact for information requests. Reviews incoming requests from internal/external clients for information and materials and determines proper action including whether release is appropriate based on confidentiality. Routes requests to appropriate section as necessary for response or prepares response based on own knowledge of branch programs, identifying any outstanding issues and maintaining a follow-up system on the status of requests.
- Prepares a variety of routine correspondence e.g. letters, agendas, memoranda, reports, charts, minutes and presentations; proofreads material prepared for managers’ signatures. Obtains related background or reference material and sends copies of correspondence to other relevant parties.
- Assists in the coordination of the branch budget and estimates processes by monitoring and providing input into the allocation and development of the budget and preparing reports on financial status of allocated funds versus expenditures. Tracks office expenditures and invoices, prepares travel expenses, processes payments of invoices, and prepares journals and reconciliation reports for Manager’s review and approval.
- Provides human resources support to line management for the coordination of various other HR activities. Reviews, tracks and ensures all documentation for related activities (e.g. recruitment) adheres to branch/ division/region processes and policies.
- Coordinates facilities and accommodation services for the branch/division including reviewing and discussing specific staff requirements (e.g. telephone, accommodation, accessibility requirements) and making necessary arrangements through ministry corporate services areas. Coordinates branch/division asset and records management requirements (e.g. equipment, PC lease renewals, file retention issues), ensures new requirements are justified and properly approved before processing for executive approval and maintains an up-to-date asset inventory.
- Plans and conducts special projects at the request of senior management (e.g. develop, implement and monitor internal administrative systems and procedures to ensure service quality and improve efficiency of operational and administrative practices) or assignments such as reviews into specific contentious administrative issues of interest to the Director/Manager (e.g. challenges to branch policies/processes by external stakeholders).Researches and assembles reports/responses with recommendations for the Director/Manager.
- Schedules meetings for senior management as required. Ensures appropriate staff are invited, arranges for meeting materials and drafts correspondence and materials as required.
- Coordinates and conducts records tracking. Develops and implements effective and efficient administrative functions to maintain information and document control within the office.
- Provides support for the information technology needs of the office. Arranges for I&IT support, maintains records of office assets, and assists manager with ensuring I&IT requirements of the office are met.
- Provides backfill capacity to manage the Executive Director’s/Director’s appointment calendar(s), arranging meetings and schedules and travel and accommodation plans. Arranges meetings, conferences /teleconferences for the office, including physical and logistical requirements. Researches and compiles information, contacts participants, prepares and distributes agendas, takes and finalizes confidential minutes. Maintains effective bring-forward systems to ensure meeting/briefing materials are received in advance. Provides backfill capacity for the Executive Director/Director’s Receptionist and associated responsibilities (i.e. welcoming visitors, answering calls, and managing mail).
Skills
The role will also include assisting with:
- planning, coordinating, and implementing facilities repairs, maintenance and improvement projects,
- activities related to physical security,
- co-ordinating records management retention activities, and
- corporate-wide administration services.
Looking for meaningful work? We can help
Raise is an established hiring firm with over 65 years of experience. We believe strongly in making the world a better place through work, which is why we’re a certified B Corporation and donate 10% of our profits to charity.
We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.
We have a dedicated webpage for accommodations where you can learn more about what we offer, and request accommodation: https://raise.jobs/accommodations/
In order to submit candidates for roles, our clients will sometimes require personal information to confirm the identity of applicants and their legal status to work. Raise will never ask you for personal or banking information unless you have been selected for a job. If you are ever unsure about the legitimacy of this or another job posting by Raise (or have any other questions), please contact us at +1 800-567-9675 or hello@raiserecruiting.com