Organization: The Hnatyshyn Foundation

(613) 233-0108  |  admin@rjhf.com

 

Description
The Hnatyshyn Foundation, a legacy of Canada’s 24th Governor General, the late Ramon John Hnatyshyn, seeks an Administrative Assistant. Located in Ottawa, this is a part-time position (approximately 21 hours per week, Tuesday, Wednesday, and Thursday) requiring excellent communications skills in English and a good working knowledge of French. Reporting to the President and the Director, the Administrative Assistant will undertake a range of duties associated with providing some $200,000 annually in awards, prizes, and residencies to some of Canada’s most promising emerging and mid-career artists. If you are highly organized, conscientious, tech-savvy, and motivated to assist Canadian artists, this position may be right for you. Please see attached job description.

Overview
Under the direction of the Executive Director, the Administrative Assistant is responsible for providing administrative support to ensure the effective, efficient and accurate day-to-day operations of the Foundation.
The Administrative Assistant also works with the President to support the ongoing fundraising and networking activities of the Foundation.

Skills and Knowledge
The position requires discretion and sound judgment due to the sometimes-confidential nature of communications between Board Members, or between the Foundation and patrons or other parties.
Strong attention to detail and a conscientious attitude, along with the ability to adapt to changes in work schedule and tight deadlines are essential.
Detailed knowledge of office software (Microsoft Office and Adobe). General knowledge of bookkeeping practices.
Strong technical skills, including a working knowledge of current communications technologies, including email and the Internet, as well as a working knowledge of online work tools (social media, file sharing tools, cloud software).
Ability to communicate in both official languages is an asset.
General knowledge of the arts community and artistic practices.

Reporting and Working Relationships
· Reports to the Executive Director for the day-to-day operations of the Foundation;
· Reports to the President in support of fundraising and networking activities;
· Works closely with the Executive Director, auditor, treasurer and investment manager to monitor and document the financial activities of the Foundation;
· Provides general support to the Board and committees; and
· May also work with or monitor the work of external suppliers, contractors and volunteers.

Duties
The duties of the Administrative Assistant can be divided into five key areas: office administration, maintaining financial records, internal and external communications, fundraising support, and administrative support for the Executive Director, President, and Board of Directors.

OFFICE ADMINISTRATION
· Fields and processes all incoming phone calls, including general enquiries.
· Monitors emails and mail and distributes or follows up as required.
· Maintains filing system for all corporate records.
· Manages Donors’ Lists/Database.
· Maintains contact data and updates email address book including mailing address and telephone numbers.
· Coordinates/writes/maintains correspondence for the Foundation’s President.
· Transcribes audio texts into written Reports/Minutes (English).
· Orders and maintains inventory of supplies.
· Maintains and updates office/reference manual.
· Participates in annual operational planning exercise.
· Coordinates meetings.

FINANCIAL
· Assists the Executive Director and the Treasurer in the preparation of the annual operating budget.
· Maintains the Foundation’s accounts using bookkeeping software (QuickBooks and MS Excel) and enters all expenditures in QuickBooks accounting system, ensuring that they are properly coded to facilitate year-end audit and charitable information return.
· Verifies monthly bank and credit card statements, budgets, and assembles data on expenditures for the Auditor and the Executive Director.
· Prepares monthly payroll and cheques for employees as well as annual T-4 slips and records of employment. Forwards tax and other required deductions to the accounting firm for CRA purposes.
· Prepares cheques for grant recipients and adjudicators.
· Prepares cheques for the payment of supplier invoices.
· Ensures rent, telephone and water are paid monthly.
· Maintains accounts receivable data on donations and donors. Prepares acknowledgments and receipts and compiles year-end data on donations for the Auditor and prepares annual list of donors for the Annual Report.
· Maintains/updates/prints (using Excel) – the annual Operational Budget for Executive Director.
· Tracks/monitors proof of school enrolment for Developing Artists grants.

COMMUNICATIONS
· Helps to coordinate and tracks bio/pictures/promotion/dissemination of Foundation information related to prizes and programs (news releases, calls for participation, special announcements).
· Up-dates the Website content, using Dreamweaver, to archive/add information on annual new recipients of awards/grants/scholarships.
· Develops mailing lists and databases for the promotion of Foundation programs, special events and fundraising.
· Prepares special mailings, including reports
· Proof reads internal documents, program documents, news releases and website content.
· Monitors Foundation website to ensure information is accurate and up to date.
· Maintains and updates the Foundation’s social media accounts (Twitter, Facebook, and Instagram)
· Creates and prepares the Annual Report

FUNDRAISING SUPPORT
• Works closely with the President to plan and coordinate fundraising events and organize meetings with potential donors, patrons and stakeholders.
• Prepares special mailings for donors and patrons.
• Helps to track and document fundraising opportunities.
• Makes travel arrangements for President (if necessary).
• Sends charitable tax receipts and letters of acknowledgment to donors.

BOARD SUPPORT
• Coordinates meetings of the Board and committees.
• Compiles and circulates documentation in preparation for Board and committee meetings.
• Takes notes at Board meetings and prepares drafts of minutes in a timely manner.
• Maintains current Board Members’ contact information.
• Updates Board Members’ profiles, appointments and term of office information.
• Prepares orientation packages for new Board Members.

Statutory Holidays
The Province of Ontario recognizes the following statutory holidays:
• New Year’s Day (January 1)
• Family Day
• Good Friday
• Victoria Day
• Canada Day (July 1)
• Labour Day
• Thanksgiving Day
• Christmas Day (December 25)
• Boxing Day (December 26)
Conditions

Employment
The Employee shall provide services to the Employer as described in the above job description. The Employer may amend the job description from time to time, upon reasonable notice to the Employee.

Compensation
The Employee will receive pay at a rate of $24.00 per hour as full compensation. Pay will be issued semi- monthly. All payments will be subject to normal statutory deductions by the Employer.

Work Schedule
The regular work hours are 9:00 am to 4pm, Tuesday, Wednesday and Thursday of each week, for a total of 21 hours per week.

Termination of Employment
The Employer may terminate this Agreement and the Employee’s employment at any time by giving not less than four weeks written notice.
Termination of Employment for Cause
The Employer may terminate the Employee’s employment at any time without notice or payment in lieu of notice for sufficient cause.

Leave

Vacation
The Employee will be entitled to two weeks vacation per year, to be taken during the month of August. The Employer and Employee may agree to amend the timing for the two weeks of vacation.

Statutory Holidays
The Employee will receive a paid day off (at the regular rate) for each statutory holiday regardless of whether the statutory holiday falls on a regular work day. If the statutory holiday does not fall on a regular work day, the Employee will take a day off in lieu on the first regularly scheduled work day following the statutory holiday. During the period between Christmas and New Year’s Day, the Employee will receive three paid days of leave as compensation for three statutory holidays: Christmas Day, Boxing Day and New Year’s Day. Statutory holidays as listed above.

Sick leave and Other Leave
The Employee will not receive pay for hours or days taken as sick leave or personal leave. The Employer and the Employee may agree to allow the Employee to make up time for sick leave taken.

Laws
This agreement is governed by the laws of the Province of Ontario.

Entire Agreement
This Agreement constitutes the entire Agreement between the Employer and the Employee, superseding in all respects any and all prior oral or written agreements or understandings pertaining to the employment.