PCAS19-020 - Executive Coordinator, Diversity, Equity & Inclusion (12 Month Contract)
Provides a complete range of administrative and support services to the Directors of Diversity, Equity and Inclusion, and supports the Community Engagement Team. This position also provides coverage to the other Executive Assistants reporting to the Chief Executive Office.
*This is a confidential position.
PRINCIPLE RESPONSIBILITIES
Assists in the development, coordination and execution of all departmental projects, including diversity, equity, and inclusion programs such as meetings, social and cultural events, trainings, speaking engagements, schedules.
Assists and maintain a wide professional network to keep current on DEI programs, developments and best practices
Organizes and Manages schedules, coordinate meetings/conferences and other related events, create agendas and follow up on action plans.
Plan and coordinates D.E.I and related events (meetings, social and cultural events, trainings, speaking engagements) internal and external.
Assists in the day-to-day work of the Director, which is often complex and multi-layered as well as of a sensitive and confidential in nature
Coordinating and supporting agency initiatives for the D.E.I and related Branch including assisting in the development, implementation, monitoring, and evaluation of project plans, as well as cataloguing these plans for the agency.
Administering and organizing records for the Branch (e.g. email groups, branch membership, etc.) and archiving information accordingly.
Drafts and prepares routine correspondence and memos for review, signature and distribution.
Supports the Director in monitoring department budgets and expenses.
Prepares agendas and takes minutes and prepares same for distribution and follow-up on deferred items for committees chaired by the Director. Also provides backup to the other Executive Assistants as required.
Welcomes visitors, and assists callers when voice mail is not accessed. Takes the appropriate message and ensures calls are directed appropriately.
Reviews and sorts mail and/or e-mail, for the Director’s attention according to priority as required.
Conducts research and archive information as required.
Assist other departments as required.
Assists in community mapping, community capacity building, and partnership development.
Community Engagement
Provides administrative support to the Community Engagement team
- Answers calls, as required, for general client inquiries and departmental coverage.
- Support the Community Engagement programs including but not limited to booking of host venues, catering, presentation, workshops, cultural events, ordering supplies, setting up emails, and committee meetings.
Participate in community and related events.
Process invoices and reimbursements for staff and volunteers.
Manage and track all supplies and inventory for the Community Engagement department
Serve as back up to mail room, handling shipments and deliveries as required for Community Engagement department.
Effectively and professionally
represent the organization, its vision, and image, mission, and core values.
JOB SPECIFICATIONS/COMPETENCIES
Computer literate and excellent word processing skills with advanced knowledge and skill with respect to a variety of software packages, including Microsoft Work, Power Point, and Excel.
Thorough knowledge of the agency’s mission, mandate, organizational structure and personnel, in order to act as an information conduit for the Branches and departments, as well as providing support for the broad range of both internal and external contacts involving the Director(s).
Exceptional communication and interpersonal skills to respond to a variety of internal and external inquiries on behalf of the Director(s), Branches and departments.
Proven ability to deal effectively with all levels of the organization as well as external stakeholders.
Ability to exercise sound judgement, discretion, tact and diplomacy to handle sensitive information and inquires.
Dynamic individual with excellent communication, facilitation, and negotiation skills.
Efficient problem-solving and reasoning, and presentation skills.
Extremely detail oriented with a high level of accuracy and follow-up.
Excellent ability to take verbatim minutes as well as prepare summaries.
Ability to work as a member of a team providing help and support to colleagues as required, along with ability to be self motivated and work independently to achieve results.
Ability to work a flexible workday, i.e. evenings and weekends, etc.
Awareness of community and child welfare issues and contacts.
Demonstrated experience working with cultural and diverse initiatives, and supporting the creation of inclusive organizations and/or communities.
Must understand the value of diversity and inclusion in the workplace, and must be an advocate for equity.
Demonstrated sensitivity to and awareness of issues related to diversity, equity and inclusion.
Demonstrated knowledge of community mapping and partnership development.
Excellent skill in writing clear and comprehensive reports.
Working knowledge of organizational development and change principles, particularly with respect to diversity, equity, and inclusion programs.
Knowledge of French is considered an asset.
OCCUPATIONAL HEALTH & SAFETY RESPONSIBILITIES AND DUTIES:
Works in a safe manner in accordance with the
Agency’s health and safety policies and procedures and all relevant
legislation.
QUALIFICATIONS
Education: Diploma in office administration
Experience: Minimum of 4-5 years related experience
HOURS OF WORK: 9am-5pm, Monday to Friday, however working hours may vary and applicants must be
flexible to work outside of standard office hours
HOURLY RATE: $32.57 – $41.30
Other details
- Pay Type Hourly
- The Children's Aid Society of Peel Region, 25 Capston Drive, Mississauga, Ontario, Canada