Executive Administrator Jobs

ABOUT KIWANIS CLUB OF TORONTO

Our mandate is to serve children and youth. Our Club’s strategic priorities are to do service in our community to the benefit of children and youth; to grow membership; to strengthen our brand in the City of Toronto, and maintain and grow resources to provide financial support to local charities.

We are looking for an enthusiastic, detail-oriented, and self-motivated individual to carry out administrative tasks, manage marketing efforts, deliver professional events, and work effectively within a board-directed organization.

POSITION: Executive Administrator

Reporting to the Executive Manager, this job encompasses work for both the Kiwanis Club of Toronto and the Club's Foundation by virtue of the singular membership providing governance to both organizations. The Executive Administrator will be responsible for Board administration, events support, service activities and marketing.

The role requires reporting to the Executive Manager.

JOB DESCRIPTION:

• Maintain the Club's website, including the posting of meeting minutes, updating upcoming events and executing communication campaigns as directed by the Board and the Executive Manager.
• Prepare and distribute printed materials at tables, including speaker info, member info, etc.
• Board Administration & Management of Operations, Activities and Staff
• Execute all activities related to member and board education, including distributing training materials and ensuring club officers have completed any required training.
• Distribute board and committee meeting notices and materials, collect RSVPs, handle all meeting logistics
• Coordinate logistics, communications, material preparation, and onsite management for the AGM, the annual strategic retreat, and all other special events/meetings as required
• Manage the reception desk, including credit card scanner/cash box
• Ensure room set-up, including the prep of a program/agenda for each lunch
• Assist with all logistics related to bi-monthly member luncheons:
• Maintain organizational structure charts for the Board and committees, and membership roster
• Coordinate food/beverage, AV requirements, seating plan, etc., with the venue
• Posting upcoming meeting info (speakers, topics, etc.) on the website, Eventbrite and social media
• Ensure all members have name tags, print new member tags as required and ensure Kiwanis pins are ordered in a timely manner for new directors

2. Strategic Planning & Organizational Leadership

Work with the Executive team to both set and achieve goals, including:

• Keep all members regularly updated and engaged in upcoming meetings, projects and special activities via the website, social media and direct member communications.
• Member Relations, Retention and Recruitment (annual targets)

3. Kiwanis reporting and relationship management

• Service Leadership Program (Kiwanis Cares, Circle K, Key Club, Aktion Club, Builders Club, K-Kids)
• Maintain SLP membership rosters and post SLP leadership info and events on the Club's social media and circulate to members at semi-monthly Club lunches.
• Coordinate and execute all reporting for Kiwanis International, District and Division (DCMs)

4. Financial Management

• Ensure fees are paid to Kiwanis International and that monthly reports are filed online in a timely fashion
• Prepare annual charity returns and oversee the preparation of charitable donation receipts
• Collaborate weekly with the bookkeeper for review of A/P files, banking records, financial statements, etc. (with guidance from the Executive Manager
• Handle day-to-day banking and petty cash, including lunch meeting revenue
• Ensure members are invoiced, and dues are collected annually (September)

Employment Requirements and Compensation

Skills:

• Must have experience in recruitment/sales, marketing/promotion, fundraising/events/sponsorship and committee management
• Must be personable and a very strong communicator both verbally and in writing
• Must be able to legally work in Canada
• Must be tech and social media savvy and be able to deliver a multi-channel communication strategy (Canva and WordPress)
• Must be able to work independently and prioritize tasks daily, weekly, monthly, and annually

Qualifications:

• University degree or related college diploma
• Minimum 2 years of full-time work experience, preferably within a non-profit, charity or foundation

Office Hours and Location:

• First Canadian Place, 100 King St. W. Suite 5600, Toronto
• Full-time office hours to be maintained, Monday to Friday
• Attendance may also be required at special meetings and service activities

Compensation:

• Commensurate with role

Interested candidates, please send your cover letter and resume to [email protected]

Please note that only shortlisted applicants will be contacted.

APPLICATION DEADLINE: July 21, 2023, at 11:59 PM EST