Executive Business Partner and Team Administrator

Full Time, Permanent

CNIB Guide Dogs Canine Campus (Carleton Place, ON)

Reports to: President, CNIB Guide Dogs

Compensation: $50,000 - $63,000

Direct Reports: No

Join us in our mission to change what it is to be blind in Canada.

Founded in 1918, CNIB is one of Canada's oldest charities. We believe our new strategic plan, The Way Forward, will once again revolutionize the way we serve and support our community from coast to coast. Working with us means that you'll be part of an ambitious, diverse team that's committed to changing what it is to be blind today.

We're looking for a mission-driven Executive Business Partner and Team Administrator who is passionate about creating more accessible, inclusive, and equitable communities across Canada where people with low vision have unlimited opportunities and can experience life free from barriers and discrimination.

Your Impact at CNIB

• Provides Confidential Executive Assistant support to the President, CNIB Guide Dogs, and Senior Leadership Advisory, which includes but is not limited to expenses, schedule management, travel logistics, report and presentation preparation, minute taking, and ad hoc duties as required.

• Provides administrative support to the CNIB Guide Dogs team which includes but is not limited to attending working group meetings for note taking for developing/updating policies and procedures, data entry, maintaining accurate and up-to-date records of all dogs including medical records, clients, volunteers, and service providers/suppliers within the program using the Salesforce Dog Tracker and Client Tracker and other software, and report and presentation creation and dissemination.
• Monitors and responds to all applicants for a CNIB guide dog as per IGDF and CNIB Guide Dog service delivery timelines, answers applicant queries and follows up stalled applications to move them forward, put on hold or mark as inactive in Salesforce Client Tracker to ensure data transparency and seamless client experience.
• Prepares, packs, prints and distributes Client/Staff/Volunteer ID Cards, pre class packages, Handler Packs, Puppy Packs, Graduation certificates, event swag bags and other program materials as required.
• Composes internal and external correspondence as required for the department with knowledge of CNIB communication media protocol for alternate format materials.
• Manages Quarterly Donor Stewardship and President's reports as well as responds to ad hoc requests for reports/information from CNIB Guide Dogs team or solicitors to support program updates/stewardship/proposal or grant funding requests.
• Maintain forms and assist with the development of new forms, documents, policies, and manuals for the program.
• Works as part of the CNIB Guide Dogs team to execute the efficient and accurate day to day administrative operations of the program.
• Assists with the administration of the volunteer recruitment and engagement for the program.
• Serves as a point of contact for all staff, clients, CNIB Contact Centre, and volunteers in the program, in an exceptional manner with the highest level of customer service as the priority. This includes in person contact, telephone, or electronic communications including the management of the [email protected], [email protected] and other generic team mail boxes.
• Schedules appointments and meetings, coordinates travel arrangements and book appropriate facilities for departmental functions, meetings, committee meetings and senior division staff and guide dog program clients.
• Liaises with the Director, Operations and Business Development and division Executive Directors to coordinate national and divisional initiatives and projects.
• Takes minutes, distributes, and arranges meeting requirements for the CNIB Guide Dogs team.
• Liaises with the Director, Operations and Manager, Canine Care and Director, Property on property and information system related issues.
• Manages campus mail and courier collection/drop off, accepts deliveries and stores/organizes inventory. Monitors and arranges ordering of program supplies stored at Canine Campus including but not limited to dog food, Microchips and microchip tags, office supplies and equipment.
• Coordinates and is a representative on the Canine Campus occupational health and safety committee.
• Covers some CNIB Guide Dogs 24-Hour Emergency Hotline shifts.
• Renews Kennel License annually as per IGDF Standards.
• Coordinates the Canine Campus vehicle pool, booking of corporate vehicles/building/room resources including scheduling, usage agreements, security and room set up etc.
• Coordinates donor, school and other group visits to the Canine Campus and leads tours of the facility.
• Seeks opportunities to gain efficiencies in administrative areas of the organization.
• General office administrative duties and other duties as assigned.

Requirements

Who you are:

Education and Certifications

• Degree or diploma in related field, or equivalent work experience.
• Administrative Assistant Certificate or equivalency.

Experience and Qualifications

• Minimum 5 years' experience in an administrative role.
• The ability to function with limited supervision when required.
• Maintains a positive attitude focused on total company success.
• Takes initiative to keep ahead of tasks and abreast of various policies and procedures etc. as they relate to the position.
• Facilitates and enhances team efforts on a professional level and share specialized knowledge, sources, experience, concepts, and skills.
• Current Ontario driver's licence.
• Experience working with Boards and leadership volunteers.
• Excellent interpersonal and diplomacy skills.
• Strong attention to detail and ability to multi-task in an organized manner.
• Excellent written and oral communication, bilingual (English/French) considered and asset.
• Advance minute-taking skills and good knowledge of meeting protocols.
• Excellent word processing and Microsoft Office Suite skills.
• Excellent proficiency in Salesforce including report preparation.
• Excellent computer proficiency.
• Demonstrate mature and sensitive nature when dealing with people who are blind or partially sighted.
• Creative, flexible, initiative, self-starter. Ability to handle large volume of work. Positive attitude focused on total organizational success and commitment to maintaining confidentiality.
• Personal or professional experience relating to blindness and sight loss is considered an asset.
• Personal or professional experience working with assistive technology and/or accessible environments is considered an asset.

Work Environment

• CNIB Canine Campus "dog pods", facilities and agile office areas and CNIB Canine Campus property.
• Willingness to work flexible hours.
• Able to work independently and within a team environment.
• Lifting may be required (30lbs).
• Need to be comfortable working around large breed dogs.
• Employee is exposed to kennel noise, cleaning and antibacterial solutions and animal dander and hair in confined areas such as vans and kennels.

Benefits

Perks

We offer industry leading comprehensive and competitive Total Rewards packages and a wide range of perks, including:

• Flexible and hybrid working arrangements and schedules.
• Opportunities for professional development and growth, including internal inclusion, diversity equity and accessibility (IDEA) initiatives.
• Competitive paid time off is inclusive of annual vacation entitlement, additional paid holidays, wellness days, and personal days.
• Group insurance benefits include dental, health and vision care.
• Employer-sponsored pension plan.
• Years of service awards and year-round rewards as part of our employee recognition program.
• Enticing internal employee referral program.

Be Part of Our Mission

If this sounds like the role for you, please visit our website to submit an application. Be sure to include a resume, cover letter, and mention how you heard about this opportunity.

Closing date: December 20, 2024.

Please note that while we invite applications from all interested and qualified applicants, we are unable to follow-up with every applicant.

Working Together for Change

Our diversity is our strength – we take pride in our inclusive workplace. We are committed to recruiting and selecting candidates through fair, transparent, and accessible practices. We strongly encourage applications from members of groups that have been historically disadvantaged and marginalized, including but not limited to Indigenous peoples, racialized persons, persons with disabilities, people who are blind, partially sighted, or Deafblind, and those who identify as women and/or 2SLGBTQ+.

CNIB is committed to accommodating applicants with disabilities and will work with applicants requesting accommodations at any stage of the hiring process.

Learn more about our mission here..