Contracts and Strategic Initiatives Specialist

About this position

Position Type: Full-time parental leave contract of approximately 12 to 18 months (possibility other contracts to follow)

Location: Toronto

The Contracts and Strategic Initiatives Specialist will report to the CEO and provide support to the CEO and executive team.   Their activities and initiatives related to new business development and operations will support the organization to achieve strategic goals and objectives.

Responsibilities include but are not limited to:

• Keeping executive team updated on key announcements and opportunities related to the strategic plan
• Researching, developing, and submitting funding proposals for new projects and project renewals
• Working in collaboration with the finance department to prepare budgets for proposals
• Assisting during contract negotiations with project and/or budget revisions and maintaining detailed negotiation notes 
• Reviewing new contracts and coordinating a review, signing, and submission process according to agency policies, ensuring that contract submission deadlines are met
• Supporting executive team to monitor team performance against contract targets and deliverables
• Tracking all funder reporting requirements and ensuring that managers meet report submission expectations and deadlines
• Reviewing and editing reports for funders and providing feedback to managers
• Drafting meeting agendas, preparing related background material, recording formal minutes, and following up on action items from meetings in a timely manner
• Identifying strategies to improve quality and/or efficiency of forms and processes and taking steps to implement them
• Conducting special organizational and research projects, and reporting on findings as needed
• Handling inquiries from funders and clients in the absence of executive team
• Providing some administrative support for CEO and executive team by drafting documents and memos; corresponding with various parties on CEO’s behalf; organizing meetings, conference calls and conferences; maintaining electronic and manual filing systems; coordinating the preparation of documents, I.T. set up and refreshments for meetings; forwarding links or documents; delivering packages; obtaining quotes and placing orders etc.
• Coordinating conference and workshop registrations on behalf of all staff and managers, processing payment and invoices for the finance department
• Participating actively in team meetings, providing suggestions, and taking initiative to perform tasks related to the achievement of short and long-term goals
• Assisting with HR recruitment, including scheduling pre-screens/interviews and coordinating the administration of assessments
• Assisting teams as needed and participating on internal committees
• Representing the agency at community meetings as needed 
• Maintaining detailed knowledge of The Career Foundation’s policies, procedures, goals, and strategic direction to collaborate effectively and provide excellent service to various stakeholders
• Travelling between offices periodically for meetings and tasks
• Other duties as required

Qualifications / Skills Required

• University degree required
• Highly developed writing and editing skills – previous experience in a writing or editing role is highly desirable
• Detail oriented and ability to produce work with a high level of accuracy
• Ability to take initiative
• Minimum of 3 years of experience in a related position
• Ability to work independently and build strong working relationships with various teams
• Demonstrated ability to plan a project from start to finish, including project design, researching, budgeting, proposal writing, etc.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and database applications, zoom meetings, and Outlook 365 (Teams, SharePoint, Bookings etc.)
• Ability to maintain sensitive information and exhibit tact, diplomacy, and good judgment, with high standards of ethics and confidentiality
• Flexibility – All Head Office staff need to be able to “switch gears” quickly to respond to new priorities – work can vary a lot from day to day
• Budgeting experience
• Ability to work efficiently on numerous different projects, prioritize work, and meet deadlines
• Excellent organizational skills relating to planning, record-keeping, and maintaining and executing an ongoing timetable of activities
• Excellent communication skills
• Willingness to occasionally work beyond normal hours during peak periods or a proposal preparation processes

How to Apply: Please visit our website at https://careerfoundation.com/join-our-team and select the position you would like to apply for from our list of vacancies. You can complete the application form directly through our website. Qualified candidates will be contacted for an interview. No phone calls please. Thank you for your interest in The Career Foundation.