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14 Dec 2018

Full-time Office Manager

Mennonite Economic Development Associates – Posted by MEDA Anywhere

Job Description

Mennonite Economic Development Associates (MEDA) invites applications for a full-time permanent Office Manager for our Waterloo headquarters.  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 www.meda.org.

The Office Manager will manage and support the administrative activities in MEDA with excellence, professionalism and proficiency enabling maximum productivity and employing cost effective resources and technology. The position will provide administrative support and management for the Waterloo Office and coordinate support for all staff, including remote and satellite offices.  The ideal start date is January 2019.

RESPONSIBILITIES

Office Management and Administration (50%)

Administer and manage corporate systems and functions including: electronic and paper filing and archiving, office SP sites, communications, and other necessary administrative system

  • Prepare administrative support portion of strategic plan and budget (ARPO)
  • Manage administrative staff in the Waterloo office and support or manage as required remote/satellite offices and administration staff
  • Provide administrative support to the Executive Leadership Team (ELT) as require
  • Prepare and develop administrative systems and policie
  • Ensure administrative systems and policies are maintained and utilized organization-wide
  • Ensure Administration and Office SP sites are maintained
  • Ensure document templates (business cards, letterhead)
  • Ensure the effective support of general administrative services including; office logistics, assets, photocopiers, key cards, supplies, reception, travel logistics support, visas etc.
  • Primary support to Waterloo HQ; additional support to Ottawa, Washington, Lancaster offices and remote staff
  • Ensure appropriate office/meeting space is provided as required
  • Ensure formatting, graphic and presentation support services for donor reports and document
  • Ensure subcontract/or internal support (MarComm) for formatting as needed
  • Ensure coordination with IT, Security, HC and other support services
  • Ensure/oversee office supplies procurement
  • Manage office leases and liaise with building/facilities managers as required
  • Manage contractor/supplier relationships
  • Member of the Green Team

 General Administration Support (45%)

  • Formatting of all documents in Word and/or InDesign to meet MEDA quality standards and approved and monitored as per board approved signing authorities including but not limited to the following:
    o   donor reports, EOI, ARPO, qtr report etc.
    o   certificates for the field offices
    o   creating/editing PowerPoint presentations
    o   preparing labels and letters for mailings (mail merge)
    o   prepare special ID badges
    o   other special projects as required
  • Manage the ordering of all marketing materials from M&T including but not limited to business cards, letter head, envelopes, brochures, profiles and cost allocation of the same
    Serve as staff representative on the Health and Safety Committee
    Serve as back-up to Manager of Corporate Administration for processing legal documents
    Organize and assign the responsibility of weekly reflections
    Serve as back-up to Office Assistant
    o   Answer phones
    o   Prepare mail, couriers etc.
    o   Understanding of current phone system and ability to troubleshoot issues

 Logistical Support for Annual Corporate Meeting and Retreat (5%) (dotted line to HC)

  • Support budget development/allocations for ARPOs and staff retreat (Retreat budget is under HC)
  • Ensure hotel room bookings and logistics for staff registrations for ARPO and retreats
  • Ensure meals and room bookings for lunch and meetings for ARPO and retreats
  • Review and sign-off on event contract
  • Reconcile all costs related to ARPO/Staff Retreats and ensure allocation to individuals, departments and or projects
  • Participate on the ARPO/Retreat Planning Committee
  • Coordinate travel support and logistics for International staff attending

 Any other duties and/or requirements as assigned

QUALIFICATIONS

 Education: Formal training in Office Management, Administration or related field.

Experience:  Minimum five years’ experience providing administrative support in a professional office environment

 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
  • Proven staff management and interpersonal skills
  • Strong customer service orientation and problem-solving ability
  • Demonstrated proficiency in the use of computer software (Microsoft Word, Excel, PowerPoint ) 
  • Basic financial budgeting and reporting skills, including basic accounting
  • Practical experience using and maintaining various office systems, such as SharePoint
  • Expertise in Word and/or InDesign is an asset
  • Attention to detail
  • 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 http://www.meda.org/careers

Job Categories: NGO. Job Types: Full-time. Job Tags: Ontario.

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