Position Summary
Reporting to the Executive Director, the Executive Support Manager enhances the Executive Director's effectiveness by providing executive-level administrative support, overseeing office operations, supervising administrative and IT personnel, and serving as a liaison between the Executive Director, employees, families, guardians, and community stakeholders.
The Executive Support Manager provides executive level administrative support for the Board of Directors and Association programs including the Health and Safety program, Maintenance program, Fundraising program, Wellness and Events program and overall general services. The Executive Support Manager supervises the Administrative Assistants and IT personnel within the organization, ensuring that office operations are handled smoothly and efficiently.
This position requires discretion, initiative and sound judgment as well as quality technical knowledge, the ability to provide a wide variety of executive operations duties and skills to coordinate a high volume of administrative detail. Consistent ethical behavior and the ability to maintain strict confidentiality when required are essential. The Executive Support Manager will possess excellent communication skills, both written and verbal.
1. Specific Duties and Responsibilities
a. Administrative Support
· Conserve Executive Director’s time by reading, researching and routing correspondence, drafting letters and documents, collecting and analyzing information.
· Records Management; this includes developing and utilizing filing and retrieval systems.
· Attend regularly scheduled meetings with the Executive Director and other members of the Administration Team as necessary.
· Accompany the Executive Director to meetings, when required.
· Draft, prepare, and distribute the final agenda with supporting materials and prepare conference room for all meetings (Board, Leadership Team, Facility and Business, Fundraising, HARM, IT, general office, and committee or staff meetings as requested by the Executive Director.
· Attend and take minutes at meetings as required. (Board of Directors, Leadership, Facility and Business, Fundraising, HARM and IT meetings).
· Assists to develop budgets, monitor, and coordinate budgets as directed.
· Provide support in all areas of the organization as necessary.
· Perform miscellaneous administrative tasks as requested by the Executive Director.
· Conduct research on topics as required, and make recommendations based on the information provided.
· Assist in the area of Human Resources, including being involved in the hiring process of some positions within the organization.
· Attend to administrative details not requiring the immediate attention of the Executive Director.
· Maintains and regulates the appointment calendar for the Executive Director.
· Arranges and schedules appointments, meetings and travel arrangements for the Executive Director and the Board of Directors.
b. Department/Program Support:
· In consultation with the Executive Director, assist with the overall organization, administrative tasks and reporting for the Barrhead Community Adult Learning program.
· When applicable order, organize and distribute to staff and PPE supplies or equipment needed during a health concern outbreak or pandemic.
· Assist the Program Director with the overall organization, administrative tasks and reporting for the Health and Safety department
· Assist the Program Director with the overall organization, administrative tasks and reporting for the Maintenance department
· Assist the Program Director with preparations for the accreditation process every three years
· Assist the HR department with interviews if needed.
· Assist the Executive Director with grant research, applications and reporting of grants.
c. IT
· Oversee IT Department
· Work with IT Specialist to prepare agenda, meeting (zoom), and meeting minutes for monthly IT meetings.
· Analyze future IT needs of agency and work to stay ahead of potential technological disasters
· Manage Zoom, Monday.com and DocuSign Account
· Ensure Inventory of equipment is updated
· Look for discounts and review equipment (sell/purchase).
· Ensure server room is clean and locked.
· Assist IT Specialist when any software or technology issues arise.
d. Staffing and Supervision
· Supervise office Administrative staff, IT Specialist, or other positions as applicable eg Admin. summer student.
· Identify qualifications necessary to fill vacant positions
· Participate in the recruitment of staff by screening applications, interviewing prospective candidates and checking references as part of an interview team.
· Ensuring an orientation for each new staff, according to policy, utilizing the orientation process and checklists as applicable
· Monitor ongoing performance of staff formally and informally. Evaluate staff performance in accordance with policy
· Develop annual performance appraisal goals with each staff member
· Review position descriptions with staff at annual evaluation and revise as needed.
· Develop position descriptions for newly created positions as required.
· Ensure personnel files are kept up to date and ensure confidentiality at all times.
· Advise Executive Director of changes or additions needed in the staffing model.
· Promote team building and open communication at all times.
· Address staff issues, differences and grievances as they arise in an open, supportive and development oriented manner. Document and relay major problems and staff grievances to the Executive Director for joint action
e. Office Management
· Ensure clerical and reception area is set up efficiently and pleasantly.
· Ensure all office/administrative equipment, network, and Internet is in proper working order. Arrange for replacement of equipment, when required, in conjunction with Executive Director
· Ensure an ongoing, efficient system for use of telephones and relaying of messages.
· Ensure an adequate method of handling and distributing mail and other information as it is received.
· Ensure that an efficient system exists for typing to be completed as required.
· Maintain a working knowledge of computer equipment and programs and update as required.
· Ensure that administrative assistants handle requests from individuals, guardians, employees and the public appropriately and that they are referred to the appropriate party.
· Ensure that administrative assistants order adequate office supplies in line with budget and that major request for supplies or equipment are referred.
· Ensure that an efficient system of filing administrative information is completed in a timely manner and is maintained and regularly updated by clerical staff.
· Ensure all essential records and information are kept in an orderly fashion and that sufficient security if provided as per policy.
· In consultation with the Program Directors and Executive Director, ensure remote office locations are set up and have adequate equipment and resources to operate.
· Ensure lease agreements are renewed for all rental offices
f. Employee Support
· Establish a supportive and effective relationship with employees’.
· Act as a role model and display appropriate responsible behavior. Ensure staff also maintains this standard.
· Promote and advocate on behalf of the organization, the organization’s services, and the Individuals supported.
g. Program Development and Implementation
· Assist in the review and revision process of the organization’s Policy and Procedures manuals including recording changes and ensuring revised manuals are completed and available to staff.
· Assist in any administrative tasks for the development or review and revision of association administrative or program manuals, handbooks, policies etc.
h. Inventory
· Ensure annual inventory count of Association equipment and supplies is completed.
· Keep an up-to-date listing of Association capital assets.
i. Liaison
· Act as a liaison between the Executive Director and other Employees within the organization as well as the Executive Director and families/guardians
· Use a variety of media to communicate information to Employees, families/guardians and external contact, including email, phone and websites
· Communicate in a professional, timely, accurate and respectful manner with Individuals, families, Guardians, Employees and community representatives.
· Communicates advice and instruction from the Executive Director to others in the Agency office and at regional sites
j. Teamwork
· Facilitate team meetings for administrative staff and attend all sessions and general staff meetings.
· In consultation with the Executive Director, prepare and distribute the agenda and reports and prepare the meeting space for Board and Leadership meetings.
· Attend and take minutes at Leadership, Board and committee meetings (as applicable)
· Attend and participate in trainings as related to this position.
· Work effectively with team members in a positive and professional manner.
· Act as a resource for information necessary to the team in the support of the individual.
· Uphold responsibilities to colleagues as per Employee Code of Ethics
· Relay important concerns to supervisor in a timely manner.
k. Professional Development
· Identify training and developmental needs with supervisor
· Attend relevant seminars as available
· Participate in management meetings and sessions
· Maintain a general knowledge of the Association including its purpose and activities
l. Other
· Perform special assignments and related duties as assigned by Executive Director
2. Qualifications
a. Education
· Relevant College Diploma, i.e., Business Office Management
b. Experience
· 2 to 5 years of increasingly demanding administrative support experience is an asset
· Supervisory experience
c. Skills/Abilities
Superior skills
· with computers
· for written and verbal communication
· in Leadership
d*. Other*
· Criminal Record Check
#blueheron
Pay: $22.96-$34.30 per hour
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- RRSP match
- Wellness program
Education:
- Bachelor's Degree (preferred)
Experience:
- Administrative: 2 years (required)
- Supervising: 2 years (preferred)
Licence/Certification:
- First Aid Certification (preferred)
Location:
Work Location: In person
