SPECIAL PROJECT COORDINATOR
SUMMARY
Reporting to the Executive Director, the Special Project Coordinator will perform various administrative functions for the coordination of the Mohawk Institute Residential School Phase Three Renovation Project to support the Executive Director. The candidate must possess exceptional communication, organizational, and multi-tasking skills. The chosen candidate will serve as the first point of contact for the office of the Executive Director and work within the policies and procedures established by the Woodland Cultural Centre.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Organize and schedule meeting logistics; prioritize requests and adjust the calendar to accommodate requests.
- Act as the first point of contact for the Office of the Executive Director. Answering, screening calls, and responding to general inquiries as it pertains to the Phase Three Renovation Project.
- Assist Executive Director in preparing/reviewing proposals/tenders/contracts by conducting research, and collecting and analyzing data.
- Represent the Executive Director by attending meetings in the Executive Director’s absence.
- Handle sensitive and confidential information relating to the activities of the Phase Three Renovation Project.
- Prepare presentations as well as compose and edit first drafts of various correspondence (letters, invoices, reports, memos, etc.).
- Book meeting space and organize travel arrangements, agendas and itineraries.
- Prepare meeting packages and other information packages – identify, collect, collate and forward materials (may include internal staff as well as other stakeholders).
- Act as secretary/recorder at meetings to prepare minutes as well as provide other logistical support for committees and working groups.
- Reconcile and prepare expense reports and input them into the expense reporting system.
- May provide information/materials for website updates.
- Other Administrative duties as required.
ADDITIONAL SKILLS AND ABILITIES
- A strong work ethic with a focus on accuracy and attention to detail.
- The ability to perform well under pressure and to assess and prioritize workload.
- Excellent time management skills.
- Good verbal and written communication skills.
- Proactive with the ability to problem solve and anticipate needs.
- Demonstrated professionalism and an understanding of the importance of confidentiality
- Ability to embrace and champion change.
- Reliable and able to work independently.
- Ability to handle the public with tact, discretion, and a pleasing personality.
EDUCATION / EXPERIENCE
Minimum Requirements:
- A Post-Secondary Diploma in Business Administration or Secretarial Arts or Finance related business field and two (2) years work related experience;
- Possess keyboarding speed of 40-60 wpm.
- Knowledge of Microsoft Office and iCloud applications or willing to learn.
- Experience managing schedules and booking meetings.
- Must pass a police record check.
- Willingness to learn, accept change and adapt to new ideas, business concepts, and cultures.
- Flexible (extra hours may be required on occasion).
IMPACT OF ERROR
Error in judgement may lead to loss of credibility, poor public relations, public confidence and misinformation resulting in embarrassment and potential liability to the Woodland Cultural Centre.
CULTURE
Woodland Cultural Centre serves to preserve and promote Indigenous history, art, language and culture.
EXTERNAL/INTERNAL RELATIONSHIP
Community Members, Contractors, Government Agencies, Council Members, Woodland Cultural Centre Staff, Tourism Partners, Maintenance Contractors, Business Partners, and Vendors.
WORK ENVIRONMENT
- This position requires normal physical effort.
- This position requires normal visual/sensory effort.
- This position typically operates in a generally agreeable work environment.
- Mental Stress: There is regular deadline pressure from various sources.
DIMENSIONS (FINANCIAL/STAFF)
Policy development, business analysis.
REPORTS TO
Executive Director
SUBMISSION PROCESS:
All applicants for this position should submit a cover letter, resume, and three references.
Preference will be given to applicants of Indigenous heritage.
Closing Date: September 3, 2021, at 4:00 pm
If interested, please send a cover letter and resumé with references to:
Woodland Cultural Centre
184 Mohawk Street, Brantford, ON, N3S 2X2
Administrative Assistant
(519) 759-2650
administration@woodlandculturalcentre.ca
Please Note:
- Only those applicants who meet the qualifications will be contacted for an interview
- Police Record Check and copies of education will be required at the time of Offer of Employment
Nia:wen/Thank You
