Website Mennonite Central Committee Manitoba

Relief, development, and peace in the name of Christ

Job Synopsis

The Executive Office Administrator keeps the organization on track by coordinating executive leadership, governance, office, and building logistics. They will support executive office relationships to staff, national networks, MCC Manitoba board, and external constituents and partners. The EOA is the primary contact for external vendors, service providers, IT software and hardware, and building management. They will work closely with the receptionist, including the assignment of some tasks and covering reception desk during absences.
This is a full-time, in-office position, flexing for occasional evening and weekend events. The job description could be modified to 0.8 FTE if negotiated by the successful candidate. MCC Manitoba offers a generous employer-paid benefits package to salaried employees.

Job Details

Salaried Employee -Full Time at 1 FTE

Qualifications

All MCC workers are expected to exhibit a commitment to: a personal Christian faith and discipleship; active participation in a Christian church or Christian community; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.

2+ years experience in professional setting (executive support and/or office administration)Preferred: Post-secondary education in office administration or communications
Experience coordinating building occupancy and maintenance responses to ensure a safe and healthy workplace for all
Excellent oral and written communication skills (English)
Demonstrated computer skills in Microsoft Teams, Word,
Excel, Outlook, Powerpoint, SharePoint, ZoomPreferred: experience with database systems and file management projects
Solid organizational skills with attention to detail
Ability to work amid interruptions, and the flexibility to adjust to a new and changing work setting
Able to handle sensitive information with discretion and strict confidentiality
Relate well to colleagues, volunteers, and public with a pleasant, collaborative, and professional demeanor
Willing to work respectfully within cultural and theological diversity
Valid Manitoba/Canada Driver’s License
Satisfactory criminal record check upon hire
Must be legally eligible to work in Canada
All MCC workers are expected to exhibit a commitment to a personal Christian faith and discipleship; active church membership; and biblical nonviolent peacemaking.

Anti-oppression commitment: MCC expects all staff to actively participate in an organizational culture that focuses on dismantling any barriers based on race, economic inequality or gender-based oppression. This includes an expectation to assess and address any barriers within themselves, within their team(s), and within MCC; supervisors are expected to take leadership in assessing and addressing these barriers.

Key Responsibilities

Support Executive Director schedules and communication:

Monitor and administer the Executive Director’s calendar and email; Assist with travel logistics
Coordinate, draft, and manage executive communication as directed
Schedule and attend monthly meetings for Manitoba Leadership Team (MLT) as well as weekly checkins. Assist in preparing agenda, circulating appropriate materials, and recording minutes
Manage MLT document storage and access

Coordinate Projects and Reports

Research and report as directed
Monitor policy dates and ensure reviews happen on time; Draft policy updates and revisions as needed

Coordinate Governance communication and documentation:

Schedule and attend recurring and special meetings, coordinate technology for virtual and in-person meetings
Coordinate and attend annual general meeting (AGM), including pre-meeting communication, delegate registration, tech requirements, voting, etc
Compile and distribute meeting materials for each meeting
Record minutes at each meeting, and file in appropriate location
Manage board materials, including granting and removing digital access, ensuring policies are in the correct place, and keeping the Board Manual up to date and accessible
Monitor board policies and ensure all documents are reviewed on the appropriate schedule

Building Occupancy and Maintenance:

Ensure premises and equipment are properly maintained; connect with service providers directly when response or repair is needed
Primary contact to building management, parking management, janitorial contract, external vendors, and service providers
Provide insurance update information and coordinate insurance claims
Participate in Workplace Safety and Health committee; ensure a safe and healthy workplace for all
Manage requests for internal and external reservation of shared spaces
Liaise with Material Resources team and Sam’s Place Café manager to coordinate use of workspace and storage space
Coordinate MCCM parking by communicating with parking lot owner and by managing the internal reservation system and policy
Support on-site meetings with external partners as needed
Manage MCCM owned vehicle by taking care of routine maintenance, coordinating repairs or insurance claims as required, tracking vehicle mileage, ensuring proper parking is available, and managing the reservation system and policy
Manage MCCM car co-op account to provide staff with access to co-op rental cars

IT Liaison for MCCM:

Connect with MCC Global IT on routine and urgent items
Manage service contract with MCC Global IT; Manage software licenses and billing
Oversee replacement and distribution of laptops, computer equipment
Escalate service tickets as needed
Communicate MCCM IT needs clearly to Global IT, communicate Global IT updates and information clearly to MCCM staff
Monitor IT related contracts such as internet, phone, software

Office Administration:

Clearly communicate organizational information and updates to all staff (teams chat, email, and/or in person)
Schedule monthly staff meetings, quarterly staff workshops, and annual staff retreat day
Coordinate Core Support Team by scheduling monthly meetings and annual off-site team day
Record and file/circulate minutes from staff meetings and Core Support Team meetings
Manage inventory of office and hospitality/kitchen supplies
Manage Staff In/out of office schedule, ensuring appropriate office coverage
Manage office access via employee pass cards, granting and removing access promptly
Participate in new employee orientation, including office tours and info sessions
Coordinate staff social committee by ensuring committee roles are filled and colleagues have event organization support
Manage office equipment contracts and setup (Xerox, postage machine, etc)
Be an ambassador of positive office culture, leading by example in ways that build a supportive and balanced staff culture.