Job Description

Position Details: Full Time, Permanent, Vacant Position

Location:

Hybrid at our head office at Oak Hammock Marsh near Stonewall, MB

Closing Deadline

: Posting will be open until position is filled

What You Will Do

Reporting to the Chief Development and Sustainability Officer (CDSO), this position is responsible for providing high-level administrative support primarily to the CDSO as well as to other members of the Senior Leadership Team. This role will manage complex schedules, travel, and expenses for the CDSO, and other members of the Development and Sustainability teams. This role will also serve as a key liaison between the CDSO and internal and external stakeholders, including the Board of Directors.


Responsibilities include but are not limited to:

Coordinate and manage CDSO calendar, including scheduling individual and group meetings within and outside of the organization and complex travel arrangements, ensuring all documentation/ background research required for meetings/trips is provided. Prepare and circulate agendas and supporting material, record and distribute minutes, and provide necessary background and follow up information as required. Coordinate Development, Fundraising, and Sustainability Committee board meeting package ensuring deadlines are met, accuracy and final formatting; coordinating guest speakers; and working with Board Liaison on scheduling special meetings as needed. Take accurate meeting minutes; monitor and follow up on action items to ensure timely completion. Track and prioritize all requests and bring forward files for CDSO review and approval, ensure documents are accurate and completed within required deadlines. Draft and complete final formatting of various correspondence/reports, checking for accuracy. Provide high level support for file management, including email tracking and follow up, organization of electronic files and creation of an electronic filing system. Maintain hospitality and travel expense accounts for the CDSO, including accurate timesheet entries. Coordinate travel arrangements, timesheets, and expense accounts for other members of the senior leadership and the Development and Sustainability team, ensuring compliance with the travel and expense policy. Process invoices and create purchase orders and track approvals. Perform general office administration duties including filing, typing, copying, letters and PowerPoint presentations, etc. Act as HR Liaison for the Development, Sustainability, and other central services budget centres, ensuring completion of the onboarding & offboarding processes. Assist with the orientation of new senior leaders in the Development and Sustainability Teams. Handle confidential personnel information as required in coordination with the Human Resources department.

Requirements

At least 3 years of experience providing high-level administrative support to senior management. Diploma in office administration, business or related field. An equivalent combination of experience and education may be considered. Basic finance and accounting experience 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.