DEPARTMENT: Operations/Community Engagement
REPORTS TO: Operations Manager and Community Engagement Manager
ADOPTED / REVISED DATE: 17/09/2018
Provide administrative and membership support to ensure the efficient operation of the office while maintaining good relationships with our members.
— Manage general mailbox (office e-mail), by responding to general queries or forwarding to appropriate contact.
— Accept and distribute internal mail.
— Manage office phone; responding to general queries or forwarding to appropriate
— Provide support to Secretary General for specific tasks such as technical
support, draft correspondence, schedule meetings, etc.
— Manage office supplies and purchases.
— Oversee petty cash.
— Database management. Keep integrity of our internal database.
— Greet visitors.
— Organize occasional shipments by courier.
— Manage issues relating to security such as access passes, first aid kit, and others
requested by the Operations Manager.
— Support the planning of external meetings including logistics, venue planning,
catering, restaurant reservations, etc.
Board Meeting Support:
— Coordinate board-meeting logistics with local host including visa invitation letters.
— Prepare meeting agenda package for the meeting.
— Compile meeting operations report from staff submissions.
— Draft meeting minutes following each meeting.
General Assembly (GA) Support:
— Provide support to implementation of general assembly including:
o Circulating notice package
o Managing GA registrations
o Visa invitation letters
o Invitations to observers.
Human Resources Support:
— Facilitate orientation and exit procedures.
— Physical preparations related to employee entry/exit (updating phone system,
staff list, emptying desk).
— Facilitate collection of member fees.
— Follow up on recommendations regarding potential new members.
— Answer inquiries and process membership applications for approval.
— Keep up-to-date records of membership information.
— Process invitations for board members to attend events.
— Provide responses to administrative-related member questions.
— Build and maintain positive relations with members, through courtesy calls and
— Support the implementation of networking events through Eventbrite.
QUALIFICATIONS, REQUIRED SKILLS AND COMPETENCIES
— CEGEP graduate or equivalent ideally administrative or secretarial studies
— Minimum 5 years of professional experience building relations with members,
partners and/or clients
— Highly organized, with demonstrated attention to detail and accuracy
— Excellent oral and written communications skills and ability to take initiative,
manage multiple tasks, and thrive in a deadline driven environment along with the
ability to think strategically
— Outgoing personality
— A demonstrated commitment to diversity and inclusiveness
— Ability to work with various stakeholders and external agencies with diplomacy
— Technical skills: strong knowledge of MS Office, including Word, Excel and
PowerPoint (Mac environment); online communication tools (Skype, Google
Hangouts, Google shared docs); databases.
— Bilingual – Advanced proficiency in English and intermediate level of French
This is a full-time position based at WDO’s secretariat office in Montreal. The salary
range is CA$30,000 to 40,000 per year based on experience.
HOW TO APPLY
Please submit a cover letter, resume and three writing samples by Friday, 5 October
2018. Applications should be submitted by email to email@example.com indicating the job title
in the subject line. Only those considered for an interview will be contacted.
Interviews will be held from mid-October with the intent to commence in November
or early December.
WDO respects, embraces and leverages different perspectives/diversity among their members, community and staff. We would like to thank all applicants but regret that we are only able to personally contact those individuals whose backgrounds best match the requirements for the role.