Executive Administrator ID: 59461

Deadline Date: 2019/07/20

Location: Thunder Bay

The Executive Administrator is required to provide efficient and effective administrative management support services to the organization, the Board of Directors and its committees, and the Program Facilitator(s). The position reports to the Leadership Thunder Bay Board of Directors.

Posting Date:
 Thunder Bay
 c/o Box 28003, Thunder Bay, ON P7E 6R5
Start Date:
Number of positions:
Days of work:
 Business, Finance and Administration
In consultation with the President, prepares and distributes, monthly Board agenda and minutes;
Attend monthly board meetings as a minute taker;
May be required to attend occasional committee meetings;
Maintain and distribute committee meeting minutes as received from the Committee Chair;
Provide administrative support for Committees - Recruitment, Graduation, Governance, Alumni and Engagement, Curriculum and Evaluation and any others established as needed;
Provide leadership and coordination to the Graduation Committee;
Maintain an active correspondence file;
Process annual federal charitable corporation reports in conjunction with the Treasurer and Bookkeeper;
Provide and create Annual Report for the Annual General Meeting Provide day to day office management, which includes information/inquiry response;
Maintain the Leadership Thunder Bay Canada Post box - pick up and process mail;
Maintain and access program information, including maintenance of documents and resource materials;
Provide support to the Board of Directors as requested;
Collaborate with other staff to maintain accurate records/databases of program participants, alumni, members, volunteers and sponsors;
Act as a liaison between and among Leadership Thunder Bay, Program Facilitators, the committees, class participants, donors, partners, Community Learning Day hosts, and community;
Assist Recruitment and Engagement Manager with logistics for Learning Days;
Prepares, distributes and completes follow-up on participant's evaluation surveys;
Act as spokesperson when required;
Assist CAP Teams at media events; meetings and other activities as required;
Co-ordinate administration of activities (Graduation; Retreat; AGM, Learning Days) and other events as needed;
Collaborate with Recruitment and Engagement Manager to develop participant information directory;
Provision of Financial Services: Consult with the President and Treasurer to prepare the annual budget document for Board Approval;
Monitor program expenses to keep within approved budget; process payments for approved invoices using computerized software Advise and clarify information to Treasurer and Bookkeeping Services Contractor of financial activities as needed;
Collect and monitor program income payments (including tuition); prepare sponsorship invoices as required;
Prepare and deliver bank deposits;
Consults with the Treasurer to ensure preparation of monthly financial reports for Board meetings;
Prepare grant applications in consultation with Treasurer and Board of Directors;
Prepare for the annual audit; submit charitable return in consultation with the Treasurer and auditing firm;
Liaise with Endowment Fund contacts as required;
Other duties as assigned in discussion with the Leadership Thunder Bay Board.
Minimum of five (5) years' work experience; experience with non-profit organizations an asset;
Post-secondary education an asset;
Proficient with use of technology (Microsoft Office programs) and evaluation software an asset;
Knowledge and experience in Bookkeeping administration an asset;
Must understand Ontario Incorporations act (Ontario Not for Profit Cooperation's Act) as it applies to Leadership Thunder Bay;
Understand Roberts Rules of Order;
Valid Driver's Licence and access to a reliable vehicle.
Closing Date/Apply by:
How To Apply:
Applicants to submit resume and cover letter to Matthew Villella, Past President, Leadership Thunder Bay. mvillella@leadershiptb.ca.

Employer Contact Information

Contact Name:
 Matt Villella
Position Title:
 Past President, Leadership Thunder Bay
Company Name:
 Leadership Thunder Bay
 Box 28003
 Thunder Bay
Postal Code:
 P7E 6R5
Web Address:

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