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Brittney Vezina © Abby Leavens

Executive Assistant

Job Description

Ontario Nature is seeking an enthusiastic Executive Assistant to provide essential administrative support to the Executive Director, Managing Director and Board of Directors. Working closely with the Executive Director and Managing Director, the Executive Assistant is also responsible for coordinating the organization’s Annual Gathering and Conservation Awards and coordinating human resources administration.

This job is perfect for you if you are highly organized, service-oriented and love working with people. You have a proven track record in administrative roles and have excellent communication skills. You are diplomatic but focused on getting things done to a high standard. You are confident working autonomously, taking initiative when needed.

The ideal candidate has a strong interest in nature and the charitable sector. They will join a team of 20 staff members in a collaborative and fun work environment.

Principal Responsibilities

EXECUTIVE ADMINISTRATION (25%)

  • Provide administrative support to the Executive Director including scheduling and setting up meetings, letter writing, coordinating contract and expense approvals, and research.

BOARD ADMINISTRATION (35%)

Coordinate and prepare agendas, briefings and documents for Board meetings;

  • Accurately record minutes and other notes at Board meetings and committee meetings, ensuring their timely distribution;
  • Organize virtual and in-person meetings of the Board of Directors and various Board committees;
  • Work with Board members and the Executive Director to plan and coordinate the Annual General Meeting;
  • Work with the Awards Committee to lead the planning, promotion and delivery of the annual Conservation Awards;
  • Provide support to Board members and committees as required;
  • Ensure Board documentation is consistently up-to-date;
  • Work with Managing Director to compile quarterly reports to the Board, including monthly reports, operating plan reports and performance metrics; and
  • Prepare and oversee the Board and Conservation Awards budget.

HUMAN RESOURCE ADMINISTRATION (20%)

Support staff hiring process and act as hiring contact when appropriate;

  • Work with administration and operations team to ensure timely and effective onboarding/offboarding of staff;
  • Ensure internal human resources documentation is consistently up-to-date;
  • Organize all-staff monthly meetings, including agenda preparation and send monthly timesheet reminders;
  • Support activities of staff committees including the diversity and inclusion committee and social committee;
  • Support activities related to workplace planning for the Toronto office; and
  • Provide cover for the Administrative Assistant in their absence.

EVENT COORDINATION (20%)

  • Coordinate the planning and delivery of the Annual Gathering working with staff, Board members and volunteers;
  • Support staff events including retreats, training sessions and annual holiday party;
  • Coordinate preparation and administration of the Annual Gathering budget; and
  • Support other events as needed.

Qualifications

  • University degree or college diploma
  • At least two years of employment experience in a related field
  • Demonstrated knowledge of and experience with executive administration, office administration, and/or board relations
  • Excellent written and verbal communication skills
  • Strong interpersonal skills and diplomacy
  • Excellent organizational and administrative skills
  • Strong problem-solving skills
  • Sound judgment and ability to set priorities and manage a varied workload
  • Strong attention to detail
  • Proficient in Microsoft Office programs and Adobe Acrobat
  • A valid driver’s license and flexibility to work some evenings and weekends

Desirable assets

  • Experience in event management
  • Experience working or volunteering in the non-profit sector
  • A positive outlook and a love of nature and the outdoors

Anticipated start date: April 2021

Duration of position: Full-time, permanent

Salary range: $39,000 – $50,000 per year

Location: Ontario Nature Head Office – 214 King Street West, Suite 612, Toronto, ON. Flexibility to work remotely while COVID-19 restrictions are in place.

Working conditions:

Responsibilities for this position require flexibility to accommodate occasional weekend and evening work for meetings and events, and to meet certain funding deadlines.

To Apply

  • Include your resume, cover letter and three references in one document (Microsoft Word or Adobe PDF), addressing your qualifications and experience
  • Include “Executive Assistant” in the subject line
  • Submit your application by email to the attention of Sarah Hedges, sarahh@ontarionature.org
  • Deadline for applications: Friday, April 2, 2021 at 11:59 p.m.

Although Ontario Nature appreciates the efforts of all those who apply for this position, only those selected for an interview will be contacted. No unsolicited emails or phone calls please.

Ontario Nature is committed to employment equity, diversity and accessibility. Requests for disability-related accommodation can be made at any stage of the recruitment process, and applicants should make their requirements known when contacted.


Grants and Donor Stewardship Coordinator

Job Description

Ontario Nature seeks a motivated self-starter with a background in development or communications and a strong interest in major gifts fundraising for the position of Grants and Donor Stewardship Coordinator. The successful applicant will be responsible for helping to plan and implement Ontario Nature’s initiatives to secure $1-$2 million in program funding annually from foundations, companies, government and individuals.

This position reports to the Director of Development and plays an important role as part of the development team, working with program staff to secure grants and contributions for programs and projects.

They are able to handle a demanding workload, have demonstrated grant-writing and prospect research success and have the experience and skills to manage and enhance important relationships with funders.

The successful applicant has a strong interest in nature and environmental protection. They will be joining a team of 20 staff members in a collaborative and fun work environment. This position will work closely with a team that includes program staff, the Major Gifts Coordinator, the Director of Development, the Managing Director and the Executive Director.

Principal Responsibilities

Grant Writing and Impact Reporting:

  • Work with a team of program and development staff to develop the plans, proposals and funding requests to achieve program and project revenue goals;
  • Research and identify funding prospects;
  • Write compelling cases for support with input and support from program staff;
  • Lead proposal writing and ensure the timely submission of grant applications and sponsorship proposals for approved programs and projects, working with program staff;
  • Ensure that all cases for support and proposals include clear outputs, outcomes and impacts with criteria for measuring results;
  • Coordinate effective and efficient major gift management systems and processes;
  • Coordinate and support staff members and volunteers in fundraising for major gifts and related activities as required;
  • Coordinate reporting mechanisms for outcome measurement, monitoring and evaluation of program fundraising plans;

Funder Stewardship:

  • Work with the Director of Development to develop and implement stewardship programs that retain and grow the major donor base;
  • Coordinate plans to enhance communications with current and prospective individual major donors, corporate supporters, foundations and government agencies to increase funding for specific programs and projects;
  • Work with the Director of Development to plan fundraising and donor cultivation events to meet funding deliverables and provide opportunities for stewardship;
  • Create compelling, donor-centred content about programs and campaigns including impact reports and the annual Report to Donors;
  • Coordinate with the Communications team and other program staff to maintain an excellent funder acknowledgement system;
  • Work with communications and program staff to ensure consistent branding and marketing for stewardship pieces for programs and projects, creating a high standard for donor acknowledgement and appreciation;

Other:

  • Participate in activities of the Board Development Committee and support Development campaigns and events as required.
  • Establish and maintain a good working knowledge of Ontario Nature’s program activities, priorities and needs;
  • Adhere to standard of ethics consistent with AFP Donor Bill of Rights and Ontario Nature’s philosophy, culture, and values; and
  • Other duties as assigned.

Skills and Qualifications

  • Post-secondary education with at least two years of relevant work experience
  • Demonstrated ability to coordinate team members to achieve targets
  • Outstanding interpersonal, oral and written communication skills
  • Excellent ability to write compelling cases for support, grant proposals and other correspondence
  • Prospect research experience and skill would be an asset
  • Sound understanding of and experience with results-based management and planning
  • Attention to detail and high level of accuracy
  • Proficient with Microsoft Office programs (Word, Excel, PowerPoint). Raiser’s Edge experience is an asset
  • Maturity, good judgment, and the ability to work with confidential information
  • A positive outlook with a good sense of humour and ability to be composed under pressure
  • A love of nature and the outdoors

Anticipated start date: April 2021

Duration of position: Full-time, permanent

Salary range: $39,000 – $50,000 per year

Location: Ontario Nature Head Office – 214 King Street West, Suite 612, Toronto, ON. Flexibility to work remotely while COVID-19 restrictions are in place.

Working conditions:

Responsibilities for this position require flexibility to accommodate occasional weekend and evening work for meetings and events, and to meet certain funding deadlines.

To Apply

  • Include your resume, cover letter and three references in one document (Microsoft Word or Adobe PDF), addressing your qualifications and experience
  • Include “Grants and Donor Stewardship Coordinator” in the subject line
  • Submit your application by email to the attention of Kirsten Dahl, kirstend@ontarionature.org
  • Deadline for applications: Friday, April 2, 2021 at 11:59 p.m.

Although Ontario Nature appreciates the efforts of all those who apply for this position, only those selected for an interview will be contacted. No unsolicited emails or phone calls please.

Ontario Nature is committed to employment equity, diversity and accessibility. Requests for disability-related accommodation can be made at any stage of the recruitment process, and applicants should make their requirements known when contacted.

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