Leadership Administrative Support

CHANCES Inc.; Charlottetown; On-site; CAD 34,000 - 41,000; Full time

Job summary

CHANCES Family Services in Charlottetown, PEI, is seeking a detailed, proactive Leadership Administrative Support for a full-time, 12-month term contract. The role offers 37.5 hours per week and collaborates with the Leadership Team, supporting the Executive Director’s office, operations and HR.

You will prepare reports and presentations, organize files and resources, assist with recruitment, policy drafting, and strategic planning; coordinate meetings, track deadlines, and help payroll setup

Qualifications

• Post-secondary certificate, diploma or degree in Business Administration or equivalent.
• Experience in a nonprofit environment is an asset.
• Strong MS Office skills (Word, Excel, Outlook) required.
• Ability to manage time and competing priorities effectively.
• Self-starter with attention to detail and initiative.
• Ability to handle confidential information with discretion.
• Knowledge of HR processes is an asset.
• Valid driver’s license and access to a vehicle.
• Criminal Record Check with Vulnerable Sector Screen is required.

Responsibilities

• Provide administrative and project support to Leadership team.
• Prepare reports, presentations, meeting materials, templates and forms.
• Organize shared files and administrative resources so information is findable.
• Support communications, initiatives, meetings and follow-up actions.
• Research and draft policies, procedures and supporting resources.
• Support strategic planning through coordination and engagement.
• Help with leadership development tools and coaching activities.
• Organize meetings, prepare agendas and capture action items.
• Assist with recruitment and tracking vacancies.
• Prepare flyers, posters and promotional materials.
• Track deadlines and required documentation across programs.
• Assist employees with immigration paperwork and payroll setup.

Skills

Organizational skills

Microsoft Office proficiency

Time management

Attention to detail

Discretion with confidential info

HR processes knowledge

Education

Business Administration certificate/diploma/degree

Tools

Microsoft Office Suite

Job description

Leadership Administrative Support – CHANCES Family Services

Full-time | 37.5 hours per week | 12-month term contract | $25 – $30 per hour depending on experience

Are you the person who makes things happen (and knows where everything is saved)?

CHANCES is looking for a highly organized, resourceful and enthusiastic person to join our Leadership team in Charlottetown! This is a brand-new role, offering the opportunity to work directly with members of the Leadership Team, supporting the Executive Director’s office, operational management and Human Resources.

We’re a busy bunch, so we’re looking for someone who enjoys keeping things organized, making life easier for others, solving the occasional puzzle, and bringing a little order to the wonderfully busy world of a nonprofit organization. If you love a good checklist, can keep track of several projects at once, and know that “I’ll just quickly find that document” can sometimes turn into a 20-minute adventure, we’d love to hear from you!

Where Island families can thrive!

CHANCES (Caring, Helping, And Nurturing, Children Every Step) offers a wide variety of programs and services for families and children on PEI. We are a non-profit, charitable organization that exists to provide a range of child development and parent support services to children from 0-11 years and their families, particularly those experiencing additional life challenges. Our programs include Daycare locations, After School locations, Home visits and Family programs.

So, what will you actually be doing?

You’ll provide essential administrative and project support to our Leadership team, helping keep things organized, moving forward and on track. Your days will be varied, your work will matter, and there will always be something useful to do! Your responsibilities will include:

• Making documents behave: Preparing reports, presentations, meeting materials, spreadsheets, templates, forms, checklists and other useful documents.
• Bringing order to the digital universe: Helping organize shared files, folders and administrative resources so people can actually find what they’re looking for.
• Keeping everyone on track: Supporting communications, organizational initiatives, meetings and follow-up actions — because good ideas are even better when someone follows through!
• Helping us get our policies in order: Researching and drafting policies, procedures, guidelines and supporting resources for Leadership to review, as well as updating existing documents.
• Helping shape our future: Supporting CHANCES’ Strategic Planning process through research, coordination, documentation, community and staff engagement, and follow-up activities.
• Supporting leadership development: Helping develop tools and coordinate leadership development and coaching activities across the organization.
• Making meetings useful: Organizing team meetings and training sessions, preparing agendas and taking notes. Yes, someone really does need to capture those action items!
• Helping us find great people: Assisting with recruitment and keeping track of vacancies.
• Getting creative: Preparing flyers, posters and other promotional materials.
• Keeping an eye on the details: Tracking outstanding items, deadlines and required documentation across our programs.
• Helping employees with immigration paperwork: Responding to requests, preparing employer forms, providing employment confirmation letters and sharing relevant information.
• Making sure new employees get paid: Gathering and reviewing new-hire documentation, preparing employment contracts and other paperwork, and ensuring new employees are set up in the payroll system on time. First impressions matter — and so does getting people paid correctly!
• Pitching in where needed: Supporting other projects and priorities as they arise. In a busy organization, flexibility is definitely a superpower!

What will make you a great addition to the team?

We’re looking for someone who can bring organization, initiative and a positive attitude to the team. You don’t need to know everything on day one, but you should be comfortable figuring things out, asking questions and getting things done. Ideally, you will have:

• A post-secondary certificate, diploma or degree in Business Administration, and/or equivalent work experience.
• Experience working in a nonprofit environment (an asset).
• A strong working knowledge of Microsoft Office and excellent computer skills. If spreadsheets, Word documents and Outlook are familiar friends, you’re off to a good start!
• The ability to manage your own time, organize competing priorities and keep projects moving.
• A self-starting attitude, attention to detail and the confidence to take initiative.
• The ability to handle confidential information with discretion and professionalism.
• Knowledge of or experience with HR processes (an asset).
• A valid driver’s license and access to a vehicle.
• A Criminal Record Check with Vulnerable Sector Screen is required.

CHANCES is an Equal Opportunity Employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

If you require reasonable accommodation because of a disability at any stage of the employment process, please contact 902-330-8209.

Languages:

• English