Executive Coordinator (Maternity Coverage)

Job Responsibility:

Established in 1992, the Women in Need Society (WINS) is an award-winning charity and Calgary based shopping alternative investing in the social wellbeing of community. WINS has developed a unique operating model that merges retail and social service provision to benefit vulnerable women and their families to live better lives.

Mission

Connecting women and their families with resources to thrive.

Vision

All women thriving and building resilient families.

Values

Integrity: Our actions match our words. We do what we say, and we say what we mean.

Diversity: Diversity makes us stronger. We welcome and respect different people, perspectives, and experiences.

Sustainability: We are kind to people and the planet. Our actions today will impact our world tomorrow.

Collaboration: We are better together. Working as a team, we strive for excellence in all we do.

Innovation: We imagine the possibilities. We continuously strive towards creating a greater impact.

Presently, WINS operates seven donation-driven Thrift Stores, an Operations Centre which houses a 12,000 sq ft Donation Center, a bulk thrift store (more store), and WINS' e-commerce business (Twice New). WINS also operates five Program Centers, two of which are located by WINS stores and three which are in Calgary Housing complexes. The revenue from our thrift operations supports our programs, like House to Home, Retail Ready, Warehouse Ready and our five Community Resource Hubs. The costs of WINS Programs are also supported by fundraising and grant funding as well.

Overview:

The Executive Coordinator is essential in providing comprehensive administrative support to the President & CEO and the Board of Directors. This role acts as a liaison to the CEO's Office, facilitating communication and administration with all internal and external stakeholders. The Executive Coordinator will engage regularly with the Board of Directors and assist with governance activities. Additionally, this role supports IT operations through collaboration with an external managed service provider and serves as backup support for various administrative functions.The Executive Coordinator plays a crucial role in delivering comprehensive administrative support to the President & CEO and the Board of Directors. This position serves as a liaison to the CEO's Office, supporting communication and administration with all internal and external stakeholders,. The Executive Coordinator will interact regularly with the Board of Directors and assist with governance activities. Additionally, this role supports the IT with an external managed service provider and serves as backup support for administrative functions.

Duties and Responsibilities:

Executive team Support/ Board Relations

• Assist President & CEO in managing the calendar, emails and meetings.

• Act as a CEO's liaison to the Board of Directors, coordinating meeting material preparation and other related duties including catering for meetings, meeting scheduling, and document management.

• Provide administrative support to the executive leadership (CFO and Directors) as needed

• Attend and support Board meetings, committee meetings and other ad hoc Board related meetings, including taking meeting minutes and following up on action items

• Manage board membership data, coordinate board member onboarding and off-boarding processes

• Provide support on special projects to ensure that project goals are achieved

• Assist the President & CEO with managing the calendar, emails, and meetings.

• Act as the CEO's liaison to the Board of Directors, coordinating meeting material preparation and other related duties including catering for meetings, scheduling meetings, and managing documents.

• Provide administrative support to the executive leadership team (CFO and Directors) as needed.

• Attend and support Board meetings, committee meetings, and other ad hoc Board-related meetings, including taking meeting minutes and following up on action items.

• Manage board membership data, and coordinate the onboarding and off-boarding processes for board members.

• Provide support on special projects to ensure that project goals are achieved.

Administration Duties

• Update and maintain office policies and procedures related to administrative functions and IT support. Update and maintain office policies and procedures relevant to the duties assigned relating to certain administrative functions and IT support

• Assist other admin members to support incoming calls, mail, supplies, catering, reception and other admin duties, as a back-up.

• Support head office staff onboarding and offboarding process relevant to IT duties

• Ensure Board meeting minutes are filed on time at the registered office, which is currently with Norton Rose Fulbright

• Support special projects and other duties as assigned

• Assist other administrative members by providing backup for incoming calls, mail, supplies, catering, reception, and other administrative duties.

• Support head office staff onboarding and offboarding processes related to IT responsibilities.

• Ensure Board meeting minutes are timely filed at the registered office, currently with Norton Rose Fulbright.

• Provide support for special projects and other assigned duties.

Information Technology

• Serve as a liaison between the WINS staff and the managed IT service provider, ensuring timely support for seamless IT operations. Act as a liaison between the WINS staff and the managed IT service provider, by providing timely support to ensure smooth IT operations.

• Coordinate on key IT related projects, regular maintenance, and issue resolution. Ensure the annual and multi-year IT roadmap is refreshed on time, reflecting the organization's key priorities

• Assist with continuous technology innovation that improves productivity at WINS in line with the multi-year IT roadmap

• Coordinate key IT-related projects, regular maintenance, and issue resolution. Ensure the annual and multi-year IT roadmap is updated on schedule, reflecting the organization's key priorities.

• Assist with ongoing technology innovation to enhance productivity at WINS, in alignment with the multi-year IT roadmap.

Requirements:

Education

• Post-secondary education and/or equivalent combination of education and experience

Experience

• Minimum of 3 - 5 years of previous Administrative Assistant experience is required

• Previous retail, customer service, and/or not-for profit experience is an asset

Personal/ Professional Attributes

• Must be legally eligible to work in Canada

• Strong interpersonal skills with the ability to effectively communicate (written/verbal) in English

• Professional manner with the ability to respond appropriately to a variety of requests/inquiries

• Strong customer service focus with the ability to multi-task and prioritize deliverables

• Demonstrated organizational and problem-solving skills and strong work ethics

• Technologically proficient, including using MS Office 365, IT networking and phone systems

• Quick learner with the ability to learn and use new tools and software applications

• Working knowledge and understanding of social media platforms

• True collaborator, clear communicator, and relationship builder with strong affinity for WINS brands

• Personal passion for and commitment to the goals and vision of the organization

• Must be able to provide satisfactory results of Vulnerable Sector Search backcheck through CPS

• Valid Class 5 Driver's License and access to a reliable vehicle is an asset