World Vision Canada Looking for Executive Assistant – People & Culture at Mississauga, ON Full Time

Are you looking for more than a job? At World Vision Canada we offer challenging careers that change the lives of children all over the world and it will change yours too. Come and be part of a team of 400 Canadians with a vision for the world: Life in all its fullness for every child.

You will experience Christian faith in action helping to make real and lasting change in the lives of the world’s most vulnerable children. Join the World Vision Canada team and be part of a powerful and effective force for good:

For Children. For Change. For Life.

Position: Executive Assistant

Reports to: Chief People Officer

Position Term: Full Time Permanent

Primary Location: Mississauga, Ontario, Canada

Workplace Type: Hybrid

Job Description

The People and Culture (P&C) Executive Assistant provides Human Resources operational administrative support to the Chief People Office and P&C team.

Duties and responsibilities

P&C Executive Assistant

• Coordinate the Chief People Officer’s daily calendar ensure high priority meetings and deliverables are scheduled appropriately and collaborate with the P&C team and other internal and external stakeholders to make necessary arrangements.
• Support the CPO with presentation and report preparation for Board and organizational meetings.
• Maintain confidential files for the senior leadership team and ensure annual sign-off requirements are completed.
• Coordinate invitations and logistics for regular and ad hoc People & Culture team meetings and special events, including coordinating meals, recognition and gifts when appropriate, and technical connection needs as needed.
• Manage and administer divisional operation budget; i.e. prepare and input annual budget, quarterly projections; reconcile expense reporting for division’s senior leaders; monitor expenses and budgets monthly, and quarterly.
• Liaise with Procurement in the preparation and execution of contracts and purchase orders.
• Liaise with vendors as required for terms of contracts and other information.
• Ensure that all contracts are kept current and organized.
• Provide support and backup to P&C team members as required.
• Assist with report generation as required.

Employee Experience Support

• Conduct Criminal Background Checks for new hires, board members & other required parties, and every three years for all staff, via third party providers and take any necessary actions pending the check.
• Coordinate with Talent Transformation Team to launch and intake yearly employee Compliance Sign-offs. (AODA, Code of Conduct, Hostage Taking, Payment Card Industry, Conflict of Interest, International Travel, Safeguarding, Security Awareness, etc.)
• Provide oversight of P&C Policy/Procedure/Guidelines to ensure they are kept up to date in all necessary formats.
• Maintain email distribution lists including CANO directories – CANO All Managers, CANO All People Managers.
• Main point of contact for P&C Help Desk tickets and coordinating with P&C team members or IT colleagues to find solutions.
• Be the department lead for key World Vision Canada annual employee events such as Take your Kid to Work and other department-initiated events.

Qualifications

• University Degree or College Diploma with a Human Resources Administrative focus.
• 3 years’ experience in Human Resources administrative or coordination.
• Excellent communication skills – verbal and written.
• High level of proficiency with MS Office software package.
• Results oriented and thrives in a fast paced, high pressure environment.
• Tactful and diplomatic in sensitive situations. Demonstrating sound judgement.
• Previous experience with confidential information.
• Proven attention to detail is very important as well as the ability to oversee several moving parts simultaneously is critical to success.
• Demonstrated organizational and financial skills.

We bring life-saving support in times of disaster. We help poor communities to take charge of their futures. We provide small loans and training that boost family livelihoods. We work with policy makers to change the way the world is run. Our Christian faith teaches us that every child, regardless of gender, faith or race, is a precious gift to the entire world – and that their wellbeing concerns us all. We shall never rest while children suffer in situations that can be changed.

GTA’s Top 100

Our Core Values: We are committed to the Poor. We are Christian. We are Stewards. We value People. We are Partners. We are Responsive.

Qualified candidates must be able to demonstrate a commitment to the core values and mission of the World Vision partnership.

World Vision Canada takes our Safeguarding responsibilities seriously and we provide an environment that is safe for our child and adult beneficiaries. We have strong recruitment procedures to make sure the safest and most suitable people work with the children in our programs. We provide our staff and volunteers with ongoing supervision, support and training in their work with child and adult beneficiaries.

World Vision Canada welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Thank you for your interest; however only those applicants selected for an interview will be contacted.