We encourage women and Indigenous people to apply.
Please email a PDF of your CV and a cover letter (approx. 250 words) to [email protected] with the subject: Administrative Assistant
THE ORGANIZATION
The MFI Early Years is an innovative evidence-informed programming that seeks to honour parents as their children’s first teachers, support healthy pregnancies and infancy and successful service navigation. It combines home visitation with community-based group events to centralize Indigenous ways of knowing in the context of optimal child development and family well-being.
The Early Years is supported by the Martin Family Initiative (MFI), which works together with First Nations, Inuit, and Métis people to support education, health, and overall well-being for children, youth, and adults.
POSITION SUMMARY
Reporting to the Director the Administrative Assistant will assist the Director and the Early Years Team in various administrative needs.
The position is full time, and can be done remotely or from the MFI office in downtown Montreal.
The Role:
· Work closely with the Director on planning meetings, coordinating events and travel arrangements;
· Provide administrative assistance to the Early Years Program Director
and team, including:
o Prepare agendas, send out invitations and reminders, and coordinate meetings
internally and externally
o Coordinate and organize the calendar for the Early Years team
o Coordinate travel for Early Years Program Director
o Develop and maintain comprehensive contact list
o Manage the Early Years shared drive
· Support the Early Years team with all administrative functions both internal for the team, and as needed externally with partners;
· Assist in the coordination of printing and publication of resource and promotional materials;
· Assist partner organizations with orders of materials and promotional items, if/as needed;
· Attend Early Years meetings, record, distribute and maintain meeting notes;
· Track and ensure proper payment of orders for materials, as well as own expense reporting;
· Assist the Director with onboarding of new staff;
· Manage all incoming and outgoing Early Years correspondence;
· Participate in weekly EY staff meetings and professional development opportunities;
· Support in development of EY workplans and calendar of activities to ensure timely
action as per plan;
· Work collaboratively with MFI finance team to ensure expense reports are properly
filed and organized;
· Manage Early Years program funder reporting schedules.
EXPECTATIONS OF THE ROLE
· Complete weekly time tracking using Monday.com accountability tool;
· Work remotely and independently and be available from 9am to 5pm of the time zone in which you are located;
· Adhere to all MFI employee handbook, including travel and expense policy guidelines.
Preferred Knowledge & Skills
· Ability to clearly receive and transmit information;
· Excellent verbal and written communication skills;
· Knowledge and relationships with First Nation, Inuit and Métis communities and organizations within Canada;
· Strong problem-solving and critical thinking skills;
· Proficiency in Microsoft Office Suite;
· Organization and planning skills, ability to effectively manage workflow with multiple projects happening simultaneously;
· Ability to work independently and meet deadlines;
· Bachelor’s degree in a relevant field (Early Childhood Education, Education, Indigenous/Native Studies). Work experience considered in lieu of degree on a case-by-case basis.;
· Valid driver’s license.
BENEFITS
· Flexible schedule;
· 35 hours work week;
· Be a part of a tightly-knit team with a thriving inclusive remote culture;
· 3 weeks of vacation in your first year, with regular increases based on years of
Service;
· Generous paid annual caring/sick days;
· Professional Development, training opportunities and continued learning annual
contribution;
· Flex Benefits Plan (extended health, dental benefits, vision care, health spending
account, lifestyle spending account, tax free savings account and RRSP);
· Topped-up parental leave;
· A hybrid work model if based in Montreal;
· Home-office equipment budget (for applicable roles);
· Mileage and internet reimbursement (for applicable roles).
We encourage women and Indigenous people to apply.
Please email a PDF of your CV and a cover letter (approx. 250 words) to [email protected] with the subject: Administrative Assistant. We thank all applicants for their interest, but only those chosen for an interview will be contacted.
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