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14 Dec 2018

Full-time Executive and Board Administration Manager

Mennonite Economic Development Associates – Posted by MEDA Anywhere

Job Description

Mennonite Economic Development Associates (MEDA) invites applications for a full-time permanent Executive and Board Administration Manager, reporting directly to the CEO.  MEDA is an association of compassionate women and men who invest in people living in poverty around the world so they can unleash their potential to earn a livelihood to provide for their families and enrich their communities. To learn more about MEDA and our work, please visit

The Executive and Board Administration Manager will provide direct administrative and management support to the President and CEO of MEDA in matters relating to the MEDA Board and other corporate administrative systems/functions with excellence, professionalism and proficiency, enabling maximum productivity and employing cost effective resources and technology.  This is a full-time permanent position based in Waterloo, Ontario. Regular domestic and international travel may be required. The ideal start date is January 2019.


 Executive Support to the President and CEO (50%)

In alignment with MEDA’s Strategic Direction and in support of the accountabilities of the President and CEO, provide administrative support and management to ensure the smooth and effective operation of the Office of the CEO

  • Provide assistance to the CEO in ongoing, contingent and confidential matters
  • Represent the Office of the CEO to staff, donors and supporters
  • Support the Office of the CEO portion of annual and strategic plans and budgets
  • Support the quarterly reporting process and documents for staff and Board
  • Prepare documents and gather information for confidential projects and issues 
  • Liaise with other Programs and Departments within MEDA and with external partners
  • Undertake relevant research , work with department teams and summarize information as needed for special projects
  • Compose correspondence on behalf of the CEO and coordinate communication with relevant stakeholders
  • Prepare executive briefings and presentations for internal and external audiences
  • Provide travel and logistic support as requested
  • Maintain the CEO schedule, booking appointments, scheduling meetings and taking meeting minutes as required 
  • Ensure corporate Monday Morning Meeting and Quarterly Town Hall schedule
  • Organize and manage CEO files, maintaining required levels of confidentiality
  • Manage correspondence and communication with Board of Directors
  • Participate in the Executive Leadership Team meetings, providing agendas and taking minutes
  • Participate in Administration team meetings to ensure coordination and support 

 Board Relations and Board Support (40%)

Provide administrative support to the MEDA Board including: coordinating Board meetings and keeping minutes; preparing Board packets; gathering information and reports; and other duties as required.

  • Develop Board portion of annual and strategic plans and budgets (ARPO)
  • Execute Board portion of annual plan and budget (ARPO), and ensure appropriate modifications are approved

Board Meetings

  • Organize and attend Board meetings 3 per year (June, November and Feb)
  • Organize when required 2 Executive Committee meetings/year
  • Organize all items needed for the November board governance requirements
  • Organize and participate in International Board meetings every 3rd year
  • Serve as recording secretary for all Executive and Board Meetings and the Annual General Meeting (AGM)
  • Organize and execute annual Board Orientation meeting (October)

Board Governance Support

  • Update Board Documents, manuals and policies
  • Support Board Nominating Committee in their identification and invitations to new Board members
  • Responsible for maintaining corporate history, which includes documenting all archived records and ensuring the cyclical process of record destruction is followed and recorded

Board Administration Support

  • Ensure coordination of travel and tours for international Board meetings
  • Communication with Board Members re: expenses and coordination of meeting
  • Coordinate all cost allocations for board meetings
  • Ensure invoices sent for spousal costs (finance)
  • Ensure organization of Board Resources on MEDA’s SP

 Country and Corporate Legal Registration (dotted line to CFO) 10%

  • Provide documentation needed for legal corporate and state registrations for MEDA Canada, MEDA Global and MEDA Trade, in compliance with government regulations
  • Ensure legal process and procedures for country (international) registrations
  • Liaise with board, legal and embassies to ensure legal country registration
  • Maintain updated legal process and procedures document

 Any other duties and/or requirements as assigned

Position Qualifications

 Education: University degree in business, including formal training in management, administration, public administration or related field. Courses or training in International Economic Development are an asset.  Equivalent experience, with post-secondary office administration diploma may be considered

 Experience:  Minimum five years’ experience providing administrative support on the corporate level, ideally including experience working with a Board of Directors in International Economic Development (or related industry) experience.

 Additional Qualifications

  • Appreciation and support of MEDA’s faith, vision and values
  • Understanding and appreciation of business principles, international development and MEDA’s approach of creating business solutions to poverty
  • Judgment, tact and diplomacy to handle sensitive and confidential matters
  • Demonstrated ability to prioritize work effectively and efficiently with minimal supervision
  • Advanced knowledge of office administration practices, corporate protocol, board governance and Public relations
  • High level of written and verbal presentation skills
  • Demonstrated proficiency in the use of computer software (Microsoft Word, Excel, PowerPoint ) 
  • Financial budgeting and reporting skills, including basic accounting
  • Proven interpersonal and collaborative problem-solving skills
  • Practical experience using and maintaining various office systems, such as SharePoint
  • Ability to travel, both domestically and internationally
  • Ability to lift up to 20 lbs.

This job description may be reviewed, revised and updated as required to meet department and/or organizational objectives

How to Apply

Please apply online by visiting

Job Categories: Ontario. Job Types: Full-time. Job Tags: development and Ontario.

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