Job Description

Elizabeth Fry New Brunswick (EFryNB), a feminist, non-profit, charitable organization, is strengthening its approach to make a difference in the lives of criminalized and institutionalized women, youth, and gender-diverse people in our Saint John and New Brunswick communities. We work to interrupt the cycles of poverty, mental health issues, homelessness, substances use disorders, and crime and advocate for the human rights of those whose lives intersect with ours in the justice system and in our communities. Through EFryNB\xe2\x80\x99s education, advocacy work, direct service, and community relationships, women, gender-diverse people and their families gain strength and resiliency to make positive changes for themselves and their communities. We are opening an opportunity for a full-time Executive Assistant. POSITION TITLE: EXECUTIVE ASSISTANT DESCRIPTION You will be joining our EFryNB Team, reporting to the Executive Director, and will be performing a number of administrative duties. This dynamic position supports the overall functioning of the organization and will be an integral support to the EFryNB team. DUTIES Please note that the following is not an exhaustive list of responsibilities, and you may have other duties as required. Executive Assistance

• Act as the primary point of contact for phone calls, emails, and other correspondence from the general public, network, and other stakeholders, and refer to appropriate staff members for action.
• Attend morning EFryNB team meetings to brief staff on time-sensitive deadlines, prioritization of upcoming and ongoing responsibilities, and updates on any new or forthcoming events or matters.
• Support the Executive Director in the management of her schedule of appointments, including scheduling internal and external meetings on her behalf.
• Support Executive Director with the oversight and management of donor relations
• Plan, book, and manage travel and accommodations for the EFryNB team, as needed
• Prepare agendas, take/transcribes minutes at all internal meetings, meetings of the membership, and Board meetings, and follow-up on action items from respective meetings to ensure timely completion of tasks

Office Assistance

• Oversee management of EFryNB\xe2\x80\x99s virtual workspace, including but not limited to, responding in a timely manner to employee requests, ordering and keeping inventory of office supplies, liaising with vendors, and IT staff, Moncton EFryNB staff person, accounting teams.
• Assist with internal operational processes and procedures, and managing services and relationships with vendors and services providers as required.
• Provide support to the Board of Directors and its committees, including agenda development, assembly and distribution of meeting packages, and scheduling of meetings.
• Coordinate the development and implementation of administrative standards and procedures to ensure efficiency, accessibility, and confidentiality of all documents and data.

Communication Coordination and Support

• Prepares and co-ordinates day-to-day internal communication material.
• Aid in drafting and disseminating a variety of external communications assets, the annual report, press releases, memos, and internal and public presentations.
• Support the maintenance of EFryNB\xe2\x80\x99s website.
• Support the dissemination of information related to EFryNB\xe2\x80\x99s yearly bursaries through its Endowment Fund.
• Administer, prepare, process and compose internal and public-facing EFryNB documents and routine reports.
• Track reporting and funding deadlines and aid with grant writing and application as needed.
• Develop, operate and maintain an effective record keeping and digital filing system streamlined across the Microsoft Office Suite.

Human Resources

• Coordinate the placement of employment opportunities, including but not limited to posting opportunities on the EFryNB website and across EFryNB\xe2\x80\x99s social media platform, acting as the primary point of contact for job applicants, coordinating hiring timelines with EFryNB team, and scheduling interviews.
• Coordinate the administrative onboarding of new staff and volunteers.

Finances

• Liaise with bookkeeper and Executive Director to support timely reimbursement.
• Support with maintenance of the financial portfolio overall, including but not limited to, oversight of expenses and income, coding of bank statements.
• Liaises with bookkeeper, banks, and other financial supports with direction from the Executive Director.
• Support with annual financial audit.

REQUIRED SKILLS Education and Training Completion of grade 12 and 2-years post-secondary training including a recognized Administrative Professional or Business Administration Program. Skills and Abilities

• Minimum 5 years related experience,
• Strong written and oral communication skills,
• Ability to take initiative and to complete tasks independently or with minimum supervision,
• Advanced proficiency in Microsoft Office Suite,
• Familiarity with posting on social media platforms such as twitter, Facebook, Instagram and LinkedIn.
• Strong organizational, schedule management, project management, and problem-solving skills with multi-tasking abilities.
• Exceptional interpersonal skills.

Location: Saint John Office @ 75 Adelaide Street Length: 1 year with potential for renewal Estimated Start Date: June 2023 Rate of Compensation: $50,000./year, 4-day work week (8:00 am to 4:30; Tuesday to Friday). Job Type: Full-time Salary: $50,000.00 per year Benefits:

• Casual dress
• On-site parking

Schedule:

• 8 hour shift
• Day shift
• No weekends

Work Location: In person