Operations Specialist (Executive Assistant)

  • Pillar Nonprofit Network
  • c/o Innovation Works 201 King St, London, ON, Canada
  • Apr 09, 2023

Job Description

About Pillar: 

For more than 20 years, Pillar Nonprofit Network has championed cross-sectoral collaboration between and among governments, businesses, and the community sector as the three pillars of community impact and positive change. 

Our mission is to strengthen through a heightened equity lens, individuals, organizations and enterprises that are invested in positive community impact and we envision an engaged, inclusive and vibrant community.

We deliver on this mission by increasing awareness of nonprofits and social enterprises as social and economic drivers; supporting them to develop inclusive workplaces; facilitating collaboration through a network approach that connects nonprofit organizations to each other and business and government; and finding new ways, programs and services to address our community's most persistent challenges.

Our current strategic plan compels us to put equity, change, and recovery in action: to acknowledge our shared complicity in anti-Black and anti-Indigenous racism and all intersecting oppressions, and drive ourselves and our network to action; to work together across sectors and shift inequitable structures and systems to create transformational change; and to promote an equitable and sustainable recovery that addresses the inequities exacerbated by the COVID-19 pandemic.

Representing thousands of people working in hundreds of organizations, we are a network of nonprofits, charities, foundations, social enterprises, cooperatives, social financiers, responsible investors, tech innovators, and caring individuals engaged in community care informed by our communities.


Role & Responsibilities

About the Role

The Operations Specialist provides high-level administrative support to the President & CEO, Senior Leadership Team and Pillar’s Board of Directors to ensure they can efficiently accomplish key tasks and organizational initiatives.

This role designs, develops, coordinates, and facilitates the execution of specified projects and initiatives for the organization. The Operations Specialist provides specialized advice, facilitation, and support to management and staff in the development and implementation of effective systems, procedures, programs, and/or practices. 

Executive Administrative Support to Interim CEO

  • Maintain the President & CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. 

    • Exercise discretion in committing time and evaluating needs.

  • Act as the point of contact among executives, employees, clients and other external partners.

  • Act as an office manager by keeping up with office supply inventory.

  • Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

  • Organize and prepare for meetings, including gathering documents and additional reading materials.

  • Determine priority of matters of attention for the President & CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.

  • Keep the President & CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.

  • Prepare, reconcile, and submit expense reports.


Strategic Operational Support

  • Maintain various records and documents for the Senior Leadership Team.

  • Assist the Senior Leadership Team in activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.

  • Serve as a primary point of contact between the President & CEO and Pillar staff, including helping to coordinate the work of the different groups and providing administrative support for meetings.

  • Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

  • Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.

  • Complete a variety of special projects including creating presentations, financial spreadsheets, special reports, and agenda materials.

  • Organizes and coordinates implementation of project plans to ensure compliance with overall strategic plans, goals and unit objectives, as well as maintenance of optimal operating efficiency within the organization.

  • Develops and drafts proposals for new and/or revised strategic policies, programs, and/or operating procedures, ensuring compliance with organizational, provincial and federal laws, regulations, policies, and guidelines.

  • Consults, interacts, or collaborates with the Senior Leadership Team, other internal/external staff, and/or consultants to facilitate the successful implementation of new or revised policies, programs, and procedures, and to ensure the implementation and administration of program objectives.

  • Provide recommendations, suggestions, and ideas that can be implemented to transform and improve the operations within the organization.

  • Maintain administrative workflow by revising and/or formulating administrative policies and procedures in consultation with the President & CEO and the Senior Leadership Team, and promoting their implementation. 

  • Evaluate overall performance by gathering, analyzing and interpreting data and metrics.


Administrative Support to Pillar Board of Directors / Committees / Advisory Groups

  • Manage meeting logistics of Board, Committees and Advisory Groups as required.

  • Timely preparation and distribution of agendas, notifications, and advance reading material. 

  • Serve as a recording secretary for all Board meetings and prepare and maintain minutes, bylaws, policies, and other public and confidential documents of the board and its committees in a timely manner.

  • Assist the Board in communicating all decisions, actions, directives, and important information following board and committee meetings to the appropriate individuals or stakeholders. 

  • Anticipate and follow up on outstanding agenda items, taking action to ensure information is provided to the board and committee members in a timely manner

  • Prepare, publish, and post Agendas, Meeting notices and other related materials; assemble Board Packages. 

  • Administer and update the board information portal to ensure transparency of board policies, activities and decisions.

  • Coordinate orientation for new board members and ongoing education for all board members in understanding their roles and responsibilities. 

  • Attend Board, Committee and Advisory Group meetings, as required or requested, and prepare and finalize Minutes and follow up on projects. 

  • Compose and prepare business letters, memos and reports. 


Human Resources Support

  • Support the recruitment process by preparing and editing job descriptions, posting online, developing interview questions, scheduling interviews, creating pre-interview packages and preparing onboarding packages.

  • Conduct initial orientation to newly hired employees.

  • Complete termination paperwork and coordinate exit interviews.

  • Maintain digital and electronic records of employees.

  • Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.

  • Draft standard employment contracts.

  • Oversee the completion of compensation and benefit documentation.

  • Coordinate training sessions and seminars.

  • Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate Senior Leadership Team members.

  • Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.

  • Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and milestone celebrations.

  • Facilitates implementation of new training, development, recruiting, and other related initiatives.

  • May guide and/or assist with performance, benefit, and compensation review and evaluation processes.

  • Gather and disperse government labor statistics, new employment regulations, and labor laws.

  • Educate employees about company policies and HR practices.

  • Prepare reports of data results and present findings to senior leadership.

  • Contribute to system decision-making, scoping, and arranging HR system projects in support of the overall HR strategy.

  • Redevelop and redistribute employee satisfaction surveys.

  • Review, update and monitor adherence to the organization’s Human Resources policies and procedures.


Job Skills, Knowledge & Strengths 

Required Qualifications

  • Post-secondary diploma or degree in Office Administration or Business Administration

  • 3-5 years of progressively responsible experience in a senior administrative role or equivalent

  • Ability to flex work schedule to attend meetings and special events outside of regular office hours

  • Commitment to high level of confidentiality


Preferred Knowledge and Skills

  • Outstanding communication and people skills

  • Familiarity with board governance and meeting procedure

  • Practiced multi-tasking, organization and time management abilities

  • Strong project management skills and experience 

  • Excellent writing and verbal communication skills

  • Comfortable learning new software applications

  • Advanced level of proficiency in MS Office applications and Google Workspace


Desired Knowledge and Skills

  • Experience or strong knowledge of the nonprofit sector

  • Strong proficiency with MS Office applications and Google Workspace and database management 

  • Experience supporting a Board of Directors


Contribution to an equitable, inclusive, and anti-oppressive workspace:

  • Demonstrates respect for people from all backgrounds

  • Looks for the voices present and missing from projects and organizations, and seeks to fill the gaps

  • Suspends judgment and challenges self and others to confront their assumptions and conscious and unconscious biases

  • Committed to learning anti-oppressive practices, taking action, and holding self and others accountable 


Work Environment

Work Terms:

  • Hours: Full-time (37.5 hours per week)

    • Compressed work-week with a hybrid, flexible schedule

  • Reports ?to: Maureen Cassidy, Interim CEO

  • Access to Pillar's Learning & Development program, when possible

  • Based at Innovation Works (201 King Street)

    • Hybrid work model with a commitment to a 60/40 split of onsite/remote work

  • Compensation: $52,500 per year*, RRSP contributions, employee benefits package

*As part of Pillar Nonprofit Network’s commitment to equity, all Pillar colleagues receive equal pay for equal work. As a result salaries and benefits are non-negotiable.

Pillar Nonprofit Network compensates shortlisted candidates for this role $29.00 / hour for up to three hours for interviewing for the role.


Our Approach to Equity & Inclusion:

Practicing anti-oppression work in real terms is not only confronting individual, institutional and societal examples, it is also confronting ourselves, our own roles of power and how we uphold and perpetuate these oppressive systems.

Our goal is to help members of our network to gain skills in navigating allyship and complex conversations that can involve race, privilege and power dynamics. Using an anti-racism approach, our work challenges inequities and injustices embedded in policies and practices that allow certain groups to dominate over others. We work with clients to go beyond discussion to implementable action plans that change mindsets, disrupt systems and respond to the communities we serve.

Pillar is actively seeking applications from people who are Indigenous, racialized, LGBT2Q+, women, persons with disabilities, and other overlooked and underestimated groups.


How to Apply

  • Please submit resume and cover letter to career@pillarnonprofit.ca by Monday, April 24, 5:00pm EST. No applications received after the deadline will be considered.

  • Please reference "Operations Specialist" in the subject line of your email.

Please note: 

Pillar thanks all applicants in advance. Only those candidates selected for an interview will be contacted. We are committed to inclusive, barrier-free recruitment, selection processes and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Working with applicants requesting accommodation at any stage of the hiring process.

If you have any questions about this posting please email career@pillarnonprofit.ca and reference "Operations Specialist" in the subject line.