Job Description

Position Details: Full Time, Permanent, Vacant Position

Location:

Hybrid at our head office at Oak Hammock Marsh near Stonewall, MB (2 days per week in office)

Closing Deadline

: Posting will be open until position is filled

What You Will Do

Reporting administratively to Chief Financial Officer (CFO), this position will provide executive -level administrative support to the CFO and General Counsel (GC) of Ducks Unlimited Canada (DUC), as well as other members of the senior leadership team. This role will manage complex schedules and communications, as well as the smooth organization and coordination of daily workflows/priorities. This role will also serve as a key liaison between the CFO and GC and internal and external stakeholders including the Board of Directors.


Responsibilities include but are not limited to:


Coordinate and manage the calendars of the CFO and GC by scheduling individual, group, finance committee, and leadership meetings both within and outside the organization, while proactively resolving and preventing scheduling conflicts. Prepare and distribute meeting agendas and ensure materials for review are collected and will meet the needs of the Board of Directors. Create annual board meeting calendars for numerous Board & Committee meetings (Finance, Risk & Audit; DB Pension; DC Pension; Investment Sub-Committee; Board) Coordinate the completion of Committee materials with various contributors and ensure Board materials are mailed out in advance of meeting. Maintain accurate list of Committee members. Support the creation of PowerPoint presentations for Committee meetings; ensure materials are complete and aligned with content in agenda. Take accurate meeting minutes for Board and Committee meetings, capturing decisions and action items. Monitor and follow up on Committee action items to ensure timely completion. Attend Finance, Legal and Risk meetings (virtual and in person); record minutes and action items and ensure task completion through regular follow up. Track and prioritize requests, prepare and manage files for CFO and GC review and approval, and ensure documents are accurate and completed within required deadlines. Draft and complete final formatting of various correspondence/reports, checking for accuracy. Administer and coordinate local and international travel arrangements, including booking flights, hotel accommodation, transportation, etc. Maintain hospitality and travel expense accounts for the CFO and GC, including accurate timesheet entries. Perform general office administration duties including filing, typing, copying, preparing presentations and files. Act as HR Liaison for the Finance, Legal, and other central services budget centres, ensuring completion of the onboarding & offboarding processes. Support Finance & Legal team in completing helpdesk tickets as needed. Handle confidential personnel information as required in coordination with the Human Resources department.

Requirements

At least 3 years of experience providing executive-level administrative support to senior management. Diploma in office administration, business or related field. An equivalent combination of experience and education may be considered. Previous experience in an accounting or legal office would be an asset. Experience with video conferencing software and multi-party communication platforms. Proficiency in Microsoft Office including Teams, Outlook, Power Point, Word, and Excel. Proven knowledge of calendar and correspondence management Strong written and verbal communication skills, with a high level of accuracy and attention to detail. Strong interpersonal skills: ability to develop strong working relationships with senior management and effectively liaise with staff at all levels. Exceptional organization, sound judgement and the ability to anticipate needs in a fast-paced dynamic environment. Ability to work effectively and independently under pressure. Ability to prioritize duties and manage conflicting deadlines. Must have excellent time management skills. Ability to identify errors in documents and files to ensure accuracy. Dynamics 365 would be an asset. Strong spoken and written English skills due to daily interactions with English speaking colleagues.

What We Offer

3 weeks' vacation with paid personal and sick days Comprehensive compensation & benefits package Hybrid work arrangement

How to Apply

Working for DUC is a career highlight for many staff. Let us know if making a difference is important to you.


If you are qualified and interested in this opportunity, please visit our online career center to submit your application for confidential consideration.


Ducks Unlimited Canada is committed to providing an inclusive and barrier-free work environment. If you require accommodations during the recruitment and selection process, please email us at hr@ducks.ca . All requests for accommodation will be handled in a confidential manner.


While DUC would like to thank all applicants, only candidates considered for an interview will be contacted.