Job Description

Manager. Executive Office

The Opportunity


Habitat for Humanity Canada is a national charitable organization working toward a world where everyone has a decent and affordable place to call home. We bring communities together to help families build strength, stability and independence through affordable homeownership and other housing solutions across Canada and around the world. With the help of volunteers, Habitat homeowners and 48 local Habitats working in every province and territory, we provide a solid foundation for better, healthier lives in Canada and around the world.


We deeply value our culture and colleagues, and we have collaboratively created the following vision statement: \xe2\x80\x9cWe foster and build equity through affordable housing, by fully integrating diversity and inclusion into everything we do. Every individual involved with Habitat feels safe and encouraged to bring their whole selves to our mission and they know they are valued, heard, and respected.\xe2\x80\x9d


Reporting to the President and CEO, the Manager, Executive Office contributes to Habitat Canada achieving its strategic goals by providing efficient and effective governance coordination, business processes, systems, and administrative services to Habitat Canada\xe2\x80\x99s National Board of Directors (\xe2\x80\x9cNBOD\xe2\x80\x9d), board committees, and executive leadership team (\xe2\x80\x9cELT\xe2\x80\x9d). The Manager, Executive Office uses their superior skills in communications, governance, and project management to support the NBOD in overseeing the work of Habitat Canada and to support the ELT in advancing our strategic plans.


Your Impact

The Manager, Executive Office provides coordination, logistical, and administrative support to a highly engaged NBOD and ELT. As the lead for enquiries and support for corporate governance, the Manager ensures that Habitat Canada\xe2\x80\x99s governance processes, policies, procedures, and record-keeping are well maintained, updated in a timely fashion, and made available as required to meet Habitat Canada\xe2\x80\x99s operational, legal and regulatory requirements. The Manager, Executive Office also supports the President & CEO in managing their obligations and stakeholder relationships and the effective functioning of the ELT.
Specific duties are to:

• 
  Act as the central point of contact and information for NBOD members, including:

• Providing administrative and logistical support, referring questions and issues to ELT or other team members as appropriate;
• Maintaining official records of NBOD members;
• Recommending and managing the Executive Office budget, including processing NBOD and President & CEO expense claims and identifying suppliers and venues for the board and ELT-related functions and purchases;
• Maintaining and supporting the efficient and effective use of the BoardEffect portal;
• Ensuring that governance materials, including the founding documents, (e.g., letters of patent, articles of incorporation, By-Law), lists of directors, board and committee meeting minutes, financial reports, and other official records are up to date and available to NBOD members and others as appropriate; and
• Collaborating with Governance Committee and ELT to coordinate and maintain a board orientation program and continuing education about Habitat Canada and governance training.

• 
  Manage all aspects of meetings of the NBOD, NBOD committees and Habitat Canada members (which represent 48 Habitat affiliates across Canada), including:

• Confirming and managing logistical arrangements for in-person and virtual meetings;
• Providing proper notice of meetings, as specified in the By-Law;
• Working with ELT and other colleagues to write, edit and assemble document packages required for meetings within pre-established deadlines;
• Recording meeting minutes; and
• Ensuring that draft minutes are approved at subsequent meetings and that copies of final approved minutes are maintained in the corporate records.

• 
  Record-keeping and filings

• Ensuring that governance materials and related files are maintained, updated and accessible on BoardEffect and SharePoint for those authorized to access;
• Maintaining an inventory and record of all Board-approved policies and ensuring that policies are reviewed appropriately;
• Maintaining and monitoring a calendar of important dates for the corporation such as subscriptions, certifications, and audit dates;
• Collaborating with colleagues to submit filings required for Imagine Canada and other accreditations; and
• Collaborating with Finance and Administration colleagues to ensure that all documents necessary to legally maintain the corporation are filed.

• 
  Executive Leadership Team support

• Supporting the President & CEO in managing their calendar and relationships with stakeholders including assisting in prioritization, maintaining deadlines, managing travel arrangements when requested, and booking and preparing for internal and external meetings, presentations and speaking engagements;
• Processing invoices, expenses, and reimbursements related to the President & CEO;
• Coordinating logistical arrangements for in-person and virtual ELT meetings, retreats and events;
• Providing analytic and strategic support to ELT in reporting to NBOD and board committees and in executing and reporting on key action items arising out of NBOD and committee meetings;
• Maintaining an inventory and record of all management-approved policies and ensure that policies are reviewed appropriately and accessible to team members;
• Coordinating and documenting the annual business planning process, including monitoring the ongoing outputs and progress of the plan; and
• Other duties as assigned.

Qualifications

• Post-secondary education in administration, communications, project management, or another related field of study
• Governance certification/training will be a definite asset

Skills & Attributes

• A passion for our vision: a world in which everyone has a safe and affordable place to live;
• At least five years of experience working with a board of directors and executive team as a governance officer, board secretary or executive assistant
• Excellent verbal and written communication skills, with experience writing, editing and producing complex documents.

• Impeccable English language reading, writing and editing skills are required;
• Full French-language (spoken and written) working ability is preferred.

• Superior interpersonal skills - able to deal effectively with sensitive and complex issues, and with a variety of stakeholders with competing priorities
• Exceptional attention to detail and organizational skills, with a proven track record of managing successful meetings and events and supporting strategic planning processes
• Results-oriented and reliable \xe2\x80\x93 takes initiative and can work independently or collaboratively as required with a focus on delivering results.
• Able to prioritize, work under pressure and meet tight deadlines, and balance a varied and demanding workload
• Resourceful and an effective and creative problem solver
• Demonstrated maturity, professionalism, sound judgment, diplomacy, confidentiality, and discretion
• Superior working knowledge of computers and software (including the primary Office 365 software package, governance-related documentation management software), and intranet/extranet facilities.

The Manager, Executive Office will be required to engage in periodic overtime (quarterly of up to two-three days) and periodic (once per year) travel within Canada related to governance meetings and events. They may also be required to be on-call for rare special events.

Salary Range: $75,000 - $83,000

Throughout your interview process, we\xe2\x80\x99ll learn more about your skills and experience and determine your starting salary based on what you bring to the team.


Applications must be received before 5pm EST on March 3, 2023.


Please note that we will be reviewing and evaluating applications on an ongoing basis, and we therefore encourage early submissions.


Don\xe2\x80\x99t meet every single requirement? Women and people of colour are less likely to apply to jobs unless they meet every single qualification. At Habitat, we are dedicated to building a diverse, inclusive and authentic workplace. So, if you\xe2\x80\x99re excited about this role, but your past experience doesn\xe2\x80\x99t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.


Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance. Habitat for Humanity Canada will arrange reasonable and appropriate accommodation for the selection process which will enable those with disabilities to be assessed in a fair and equitable manner.


We thank all applicants for applying however, only those selected for an interview will be contacted (no phone calls please).

About Habitat for Humanity Canada

Founded in 1985, Habitat for Humanity Canada is a national, charitable organization working toward a world where everyone has a decent and affordable place to call home. Habitat for Humanity brings communities together to help families build strength, stability and independence through affordable homeownership. With the help of volunteers, Habitat homeowners and 48 local Habitats working in every province and territory, we provide a solid foundation for better, healthier lives in Canada and around the world. Habitat for Humanity Canada is a member of Habitat for Humanity International, which was established in 1976 and has grown to become a leading global nonprofit working in more than 70 countries. For more information, please visit www.habitat.ca.