Executive Administrator
- Job Type
- Full Time
- Job Level
- Other
- Location
- Toronto, ON
- Impact Area
- Other
- Impact Category
- Other
- Company Type
- Other
About this position
ABOUT RAINBOW RAILROAD
Rainbow Railroad is an international organization, based in both Canada and the United States, whose mission is to help LGBTQI persons in danger find safety. Our ultimate goal is a world free of persecution based on sexual orientation, gender identity or sex characteristic. Until then, we provide solutions for individuals in immediate danger of persecution or violence amidst a global refugee crisis. In partnership with a global network of LGBTQI organizations and human rights defenders, we coordinate directly with individuals experiencing violence to get them out of harm’s way. Around the world, we are recognized for our efforts to support and protect the thousands of LGBTQI people living in countries which criminalize their existence. Since our founding in 2006, we’ve helped over 1000 LGBTQI individuals find safety.
EXECUTIVE ADMINISTRATOR, FULL TIME
YOU are inspired by our mission and love supporting people with whatever they need. Professional and polished, emotionally intelligent, with a strong work ethic, you are accountable, motivated, and highly organized with a keen eye for detail. You will work closely with the Executive Director, Managing Director, senior management team, and board members so they can successfully achieve their goals. You will report to the Managing Director.
KEY RESPONSIBILITIES
SUPPORT THE EXECUTIVE DIRECTOR, SENIOR MANAGEMENT, BOARD OF DIRECTORS, AND SUB-COMMITTEES
- Function as the Executive Director’s executive assistant, managing their schedule, booking meetings on their behalf etc.
- Produce and maintain various reports, plans, briefings, and presentations
- Research, review, and summarize reports and documents; prepare memos and background documents as required
- Organize and schedule appointments and conference calls as well as ensure required materials are ready and on hand
- Provide support to the Board of Directors by responding to correspondence and gathering/providing information as requested
- Maintain the Board and committee meeting schedules; organize meetings and events, such as the Annual General Meeting
- Attend and document Board and Sub Committee meetings as required then prepare minutes and notes to circulate to members
- Book travel for senior team and on occasion other staff
OFFICE AND ADMINISTRATION
- Set up and maintain all organization operations and logistics including: office equipment, systems, supplies, meetings, etc.
- Develop all operations and office guidelines/policies/procedures
- Plan and implement various operations projects with support staff as needed
- Manage Volunteers: develop and maintain database of volunteer records, staff needs, scheduling, processing, and appreciation
- Support the planning and logistics of various organizational events: catering, speaker travel (including honorariums and per diems), check-in, set-up, supplies, etc.
- Coordinate and distribute all internal communications including staff meeting minutes, note-taking, conference calls, and general office communications
- Serve as the primary point of contact for general phone and email inquiries
- Support Human Resource activities: recruitment, new employee onboarding, training, and benefits enrolment/processing/administration, etc.
- Play a lead role in Occupational Health and Safety with a proactive health and safety program
- File and retrieve corporate records, documents, and reports
- Facilitate annual planning activities
QUALIFICATIONS
- 3+ years of administrative support to senior leaders or as an office manager in a not-for-profit setting
- Exceptional organizational skills and attention to detail; resourceful, flexible, with ability to prioritize tasks
- Demonstrated leadership abilities, including the ability to work and make decisions independently as well as within a team
- Excellent computer skills (Mac environment), knowledge of software programs (Google Apps, Salesforce, Slack, Monday), familiarity with database software; and understanding of IT systems
- Versatile, skilled, and effective communicator with demonstrable evidence of strong written and oral communications skills
- Ability to work in a dynamic, fast paced environment with strict deadlines
- Excellent problem-solving skills and able to tackle problems in a calm manner
- Experience supporting with the execution of events
- Adapt to the needs of a rapidly changing organization
- Familiar with anti-oppression principles
- Commitment and support of the LGBQTI community in Canada and internationally
APPLICATION DEADLINE: JANUARY 29, 2021.
Due to the pandemic, Rainbow Railroad is working remotely. Therefore, this position is entirely remote at this time. Applicants are required eventually to be located in Toronto, Ontario once work from home restrictions are lifted.
Please forward your resume including salary expectations to hire@rainbowrailroad.ca
Include the exact job title in the subject line of your email. Please do not apply via LinkedIn.
Thank you for your interest, however, only candidates being actively considered for the position will be contacted. Resumes will be accepted on a rolling basis, so you are encouraged to apply as soon as possible.
Rainbow Railroad is dedicated to building an organization that reflects the diversity of communities we serve. This includes diversity in languages spoken, culture, race, sexual orientation, and gender identity. Requests for accommodation due to disability can be made at any stage in the recruitment process.