Human Resources Position Description: Manager of Executive Communications and Administration



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Position Title:
.Manager of Executive Communications and Administration
Department:
Executive Office
Reporting to:
Executive Director
Category:
Management
Last Updated:
01/09/2012
Hours per week:
37.50
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Summary:
This role is responsible for managing and developing both internal and external, non-press related communications on behalf of the executive office. Reporting to the Executive Director, this position is an assistant to the Director and ensures the administration of the executive office operates effectively and efficiently in keeping with operational planning goals and contributes to the development of key and consistent ACT messages. In addition, this role provides support to the Board of Directors.


Management of Executive Office
    · Perform effective, timely, professional and confidential administrative support for the Executive Director.
    · Coordinate the Executive Director's calendar, schedule, including booking appointments, travel and accommodations.
    · Oversee and maintain complete and up-to-date files and records pertaining to the Executive Office, tracking mechanisms and policy/guidelines manual.
    · Monitor and respond to correspondence and inquiries to the ED, the Board and its committees and general enquiries to the Executive Office
    · Liaise with a broad variety of key stakeholders and customers; staff, volunteers, clients, donors, government officials, community partners and others, as required.
    · Continually review and recommend ways to streamline administrative process, practice and structure in order to ensure fiscal savings and improve efficiencies for the executive director office and the agency.
    · Coordinate various projects that will assist the Executive Director with the delivery of agency strategic plans.
    · Oversee the maintenance and implementation of a government funding proposals and reporting submission calendar to ensure funding deadlines are met.
    · Ensure administrative practices and policies are established, maintained and adhered to.
    · Manage the budget for the Executive Office (including participating in budget preparation, issuing, approving purchase orders and monitoring budget expenses)

Support of Board of Directors
    · Perform effective, timely, professional and confidential administrative support for the Board of Directors.
    · Ensure the accurate maintenance of the Board reference binders, minute book and agency manuals.
    · Organize the logistics for Board meeting including preparation and distribution of agendas and packages for Board
    · Coordinate various projects that will assist the Board of Directors with the delivery of agency strategic plans.
    · Effectively lead the organization and coordination of the Annual General Meeting, including membership renewal, creation of AGM packages and meeting logistics.

Executive Communications
    · Manage the agency communications functions, including developing the agency’s “style guide” and coordinating agency-wide compliance (ie. logos, fonts and graphics).
    · Identify new communications resources or tools that enhance ACT’s overall brand and profile
    · Ensure the writing and production of agency-specific communication materials including, but not limited to, the annual report, strategic plan, case for support, policy manuals and campaign/branding opportunities.
    · Working with the Communications Coordinator, ensure the implementation of activities outlined in ACT’s Communications Strategy
    · Provide art direction to ACT’s communications projects
    · Develop print and visual communication materials to support promotional strategies and provide art direction to ACT’s communications and special projects, as required.
    · Contribute to and as required lead the ongoing review and development of ACT communications to ensure best practices.

Staff Management
    • Manage all related staffing and development processes including conducting hiring processes, assigning work responsibilities, providing orientation, training and ongoing coaching and support, identifying staff training needs, implementing training (when relevant), and evaluating job performance.
    • Work with staff to develop annual team and/or individual work plans.
    • Communicate information, resolve problems and respond to the concerns of staff and volunteers in area of responsibility.
    • Provide supervision and support to staff on a regular basis in accordance with ACT’s policies and procedures.
    • Adhere to ACT’s Personnel Policies, Collective Agreement and Human Rights and other Legislation.

Finance and Administration
    · Ensure department budgets are prepared (annually) and keep within the parameters set by Executive Director.
    · Ensure program monitoring is completed, including tracking data, statistical analysis of data submission to funding partners, as required.
    · Coordinate and/or write program reports for the Board, funders and other bodies as required.
    · Provide back-up to the Director of Programs and Services for communications and other members of the Management Team as required.

Other
    · Provide program reports to the Director and Executive Director as required.
    · Participate in Management discussion aimed at strengthening ACT’s programs and services, expand participation and funding opportunities.
    · Participate in the development and implementation of agency quality assurance and risk management processes, as they relate to the executive communications and administration.
    · Participate in the development of agency organizational change processes or strategic planning as required.
    · Other duties as assigned by the Executive Director.