Overview

Position Summary

The Logistics and Information Manager (LIM) is part of a three-person core team and works closely and collaboratively with the Executive Director (ED), Program Director (PD) and approximately 3-5 contractors to ensure the efficient operation and administration of the entire organization, with a key focus on managing internal information and data.

This position is absolutely vital to ensuring that the organization runs smoothly and is perfect for a strong administrator who has already worked in similar roles and aspires to take on increasing operational and administrative responsibilities in their career progression. The person in this role is passionate about environmental solutions and systems change, and truly enjoys generalist roles and wearing multiple hats, rather than going deep in any one area.

We are looking for a teammate who is experienced in handling a wide range of administrative and logistics responsibilities, data and information management, and program and event support tasks with calm confidence and superior organizational and project management skills.

The ideal candidate is a detail-oriented, well-organized, energetic, responsive, responsible, adaptable, and tech-savvy professional who:

·       employs strategies for retaining multiple and varied bits of information, details and directions to effectively follow through on tasks, taking ownership for the accuracy and follow-through of the initiatives they are responsible for,

·       is a natural team player and self-starter who communicates frequently, openly and directly,

·       knows how to ‘manage up’ and proactively identifies what they need to deliver on their responsibilities,

·       possesses a strong ability to gather and analyze data and information and loves to create detailed ‘to do’ lists and check things off, and

·       can not only keep ‘multiple balls’ in the air, but makes sure others stay on track as well

The LIM will be joining a team of two senior professionals who work hard but place a high priority on flexible hours and manageable workloads, are passionate about environmental systems change, and have high standards when it comes to ‘finished products’ and serving our members. A typical day will involve extensive communications among the three of us, often messaging each other multiple times a day when working from home, frank and open discussions (and sometimes constructive debate) about how best to get things done, laughter and ‘poking fun’ at each other at times and, most of all, a sense of responsibility and commitment to the team.

Core Responsibilities

Program Support and Logistics (35%)

·       Oversee and ensure the successful implementation of all technical, administrative and logistical aspects of EFC’s annual conference (e.g., speaker preparation, venue arrangements, transportation, registration, catering/meals, website, sponsor benefits, tours, reimbursements, AV support, greeting & assisting attendees) and support EFC’s Conference Planning Committee

·       Assist the ED/PD in organizing online and in-person member-based meetings and learning activities (e.g., design and send invitations, event registration and logistics)

·       Manage EFC’s Saleforce-based grant management system, ensuring that all grant and contract information is accurate and up-to-date and that related reporting and deliverable deadlines and requirements are tracked and completed.

·       Support the collection, categorization and management of data to track granting and asset investment trends in the sector.

·       Draft and distribute resources for meetings, workshops and conferences in a timely manner

·       Draft, review and finalize contract agreements with consultants and grantees for final sign-off by the ED/PD

Membership Support (30%)

·       Maintain accurate and up-to-date member information in all EFC databases (e.g., Salesforce, listservs, e-newsletter, website and the Membership Directory)

·       Design, execute and continuously improve annual membership appeals via Salesforce

·       Process membership renewals and new membership applications including payments, receipts and acknowledgement letters

·       Address member inquiries and requests

·       Prepare, distribute and help analyze member surveys as directed

·       Conduct research on current and prospective member organizations

·       Develop and update systems to track attendance for workshops, webinars and conferences for annual reporting

·       Support EFC’s Membership Committee

Office and General Administration (15%)

·       Co-ordinate the purchase and maintenance of office equipment and computer software

·       Maintain IT services and troubleshoot as needed

·       Receive and sort incoming mail, answer general phone and email inquiries, redirecting them as appropriate

·       Take accurate minutes for board and/or committee meetings, as required

·       Schedule meetings for various purposes, as required

·       Organize travel arrangements and event registrations, as required

·       Negotiate fair contracts with vendor and service providers for maximum cost-savings for sign-off by the ED/PD

·       Document and regularly update standard practices for all administrative activities

·       Identify potential operation and cost-savings improvements through technology upgrades

·       Provide technology support to ensure successful webinars and online gatherings

·       Serve as EFC representative within the Foundation House community, including serving on the Health & Safety Committee

·       General administrative duties as assigned

Financial Management Support (10%)

·       Prepare and record income and payables for approval and processing, according to established financial procedures

·       Generate related invoices, receipts and acknowledgement/grant notification letters

·       Regularly review income statements, budget, expenditures (including credit cards) to assist the ED/PD in preparing financial files for the bookkeeper

·       Assist in organization and preparation of documentation for the annual financial audit

Communications Support (10%)

·       Support the writing, design and distribution of the monthly EFC newsletter via MailChimp

·       Update and revise content of EFC website

·       Ensure that EFC is linked to each of our members via social media accounts

·       Extract and analyze engagement metrics associated with website, social media accounts and various membership offerings (monthly newsletter, webinar attendance, members only content, etc.)

Required Education & Experience

·       Minimum five years’ experience in an administrative and/or office management role

·       Project management experience in nonprofit and/or membership-based organizations

·       Event planning and implementation experience

·       Undergraduate degree or diploma in administration, communications, business, public relations, event management, or a related field

·       Strong technology proficiency, particularly with Microsoft Office Suite, Salesforce, Mailchimp, Zoom Webinar, WordPress, Dropbox, collaborative platforms (e.g., Jamboard, Miro) and project management software (e.g., Asana)

·       Passionate about environmental issues and/or philanthropy

Nice to Have Assets

·       Fluent in French

·       Experience with graphic design and related software

·       Social media skills (Twitter, LinkedIn)

·       Familiarity with financial reports and accounting

Key Strengths

·       Superior administrative and organizational skills

·       Strong verbal and written communication skills

·       Professional demeanor and attitude

·       Attention to detail and thorough/accurate completion of tasks

·       Customer service orientation

·       Project management

·       Planning, organization and time management

·       Judgement

·       Problem-solving

·       Adaptability

·       Process improvement

Job Conditions

·       Compensation for benefits provided after 3 months

·       3 weeks vacation + 3 grant days during winter holiday period

·       Flexible working hours and work from home options where feasible

·       Performance feedback provided informally during weekly calls with ED and formally through annual performance appraisal

·       Annual professional development opportunities

·       Some travel may be required within Canada

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Compensation

$60,000 - $65,000 plus additional 15% compensation in lieu of benefits

How to Apply

Please email resume and cover letter to devika@environmentfunders.ca

About Environment Funders Canada

Environment Funders Canada (EFC) is a membership organization comprised of funders inspired by a vision of an environmentally sound and sustainable Canada. The network works to strengthen the impact of philanthropy in support of that vision. EFC represents private, public, community, and corporate foundations that share a desire to learn, collaborate, and leverage resources in pursuit of common priorities.