Recent or Potential Grad – Executive Assistant – New Dawn Enterprises – Sydney NS

Operations/President’s Office

Job Title: Executive Assistant

Location: 37 Nepean St, Sydney

Reports To: Vice President of Operations and President/Chief
Executive Officer

Details: Permanent, Part Time (25 hours/week) Monday
to Friday, 10am to 3pm

Job Purpose:

The Executive Assistant is responsible for a wide variety of administrative duties in support of
the President, Senior Management, Management, and through the President to the Board of Directors.

Duties include but are not limited to attending to the New Dawn/New Dawn Centre for Social
Innovation reception desk, arranging travel plans, meeting minute-taking and distribution,
scheduling appointments, and drafting internal and external correspondence. The Executive Assistant
must maintain confidentiality and professional interactions with employees, management, clients and
tenants, and the community.

The Executive Assistant also provides administrative support as required to various New Dawn
Managers, oversees the organization’s fundraising software system (Donor Perfect), and inputs
information into the organization’s property management system (Domum Link). Other duties may be
assigned as necessary by the Chief Executive Officer and/or the Vice President of Operations.

Duties and Responsibilities:

Executive Office:

• Provide administrative and office management support to the President/CEO.
• Prepare travel schedules, book travel arrangements, and make reservations for senior management,
  President/CEO, and Board members as required.
• Assist in coordination of logistics of special events and meetings including Board meetings,
  Annual General Meeting, the annual Board retreat, and others as required.
• Review (and on occasions develop) documents, reports and correspondence prepared for Chief
  Executive Officer/President for format, content, grammar, spelling, make edits as necessary and
  distribute as instructed to stakeholders (staff, board members).
• Assist the Chief Executive Officer/President in preparation of board meeting agendas and
  supporting materials for distribution. Also, transcribe and compile board (and other as required)
  meeting minutes.

 New Dawn and New Dawn Centre for Social Innovation Reception:

• Receive and screen all in-bound telephone calls, e-mails, or visitors and direct appropriately
• (both New Dawn and the New Dawn Centre for Social Innovation).
• Receive and distribute incoming mail, faxes, and courier deliveries (both New Dawn and the New
  Dawn Centre for Social Innovation); collect New Dawn mail from Sydney post office and mail letters
  and packages as needed at post office.
• Manage boardroom bookings calendar for New Dawn staff in the NDCSI facility. Coordinate requests
  for room set-up and/or equipment requirements with Facility Manager.
• Purchase, receive, and store office supplies for senior management and the front desk.
• Assist with financial management activities including preparation of bank deposits, and
  reception desk petty cash.
• Offer a positive and professional experience to visitors, suppliers, and other persons.

Support to New Dawn Managers:

• Printing and laminating of New Dawn Homecare, New Dawn Properties, and New Dawn Meals on Wheels
  identification badges.
• On behalf of the Property Management division, receive tenant rental payments and issue
  receipts. Code and file material/documents according to established guidelines.
• Domun Link for Properties Division: intake all tenant work orders (in-bound phone calls, e-
  mails, visitors) and input pertinent information into the Domun Link database and distribute work
  orders to the appropriate personnel.
• Donor Perfect for Fundraising Division: Data entry of all donor information and gifts made to
  all New Dawn charitable organizations (i.e., Foundation, Meals on Wheels, The Convent, etc.) and
  distribution of thank you letters and receipts in a timely fashion. Set-up and manage integrity of
  the data in the software and print reports as requested.
• On behalf of The Convent: receiving requests for bookings, coordinating requests with Convent
  Manager, entering confirmed bookings and pertinent event details into shared events calendar.

Other

• Depending on the skills of the successful applicant, other responsibilities may include:
• Event space management and promotion
• Marketing and communications assistance
• Project research and writing
• Details to be determined with the successful candidate. Applicants with experience in any of these
  areas are strongly encouraged to apply.

General:

• Respond to the needs of others through effective communication, mutual respect, and consistent
  follow through in order to generate trust and enhance personal effectiveness.
• Promote the mission and values of the organization both internally and externally.
• Other duties as required.
• Core Competencies
• Time Management
• Problem Solving
• Accountability and Dependability
• Ethics and Integrity
• Planning and Organizing
• Communication

Teamwork Qualifications

• 3-4 years of experience in an office setting
• Exceptional attention to detail
• Able to work effectively with others and have good interpersonal skills.
• Highly organized and works well under pressure
• Able to work independently, as well as with a team
• Willing to accept responsibility and to show good judgment, initiative, and resourcefulness.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point).
• Proficient in the use of office equipment (computer, voice mail, fax, photo copier, binding
  machine)
• Able to establish and maintain positive working relationships with others both internally and
  externally to achieve the goals of the organization.
• Adheres to the principles of confidentiality and complies with all training and ethical
  guidelines.
• Values working in a collaborative environment.

Assets

• Post-secondary Diploma in business, computers, or office management
• Event management, marketing and communications, and/or research and writing experience Work
  Conditions
• Interacts with employees, management, and the public at large in an office setting
• Overtime may be required
• Environment can be noisy at times
• Repetitive Work
• Working alone

Salary and benefits are commensurate with qualifications and experience.

Please submit your cover letter and resume by Friday, January 29th, 2021 at 4:00pm to:

New Dawn Enterprises

Attn: Vice President of Operations PO Box 1055

Sydney, NS B1P 6J7

E-mail: svatcher@newdawn.ca

Only applicants selected for an interview will be contacted.

About New Dawn Enterprises:

New Dawn Enterprises Limited is the oldest Community Development Corporation in Canada. New Dawn is
a private, volunteer-directed social enterprise dedicated to community building.

It seeks to identify community needs and to establish and operate ventures that speak to those
needs. Its mission is to engage the community to create and support a culture of self-reliance. Its
vision is a self-reliant people living in a vibrant community. New Dawn articulates this mission
through a number of businesses, organizations, and partnerships.

Among its businesses and activities are New Dawn Health Care, New Dawn Real Estate, New Dawn
Community Engagement and Education, New Dawn Meals on Wheels, Better Bite Community Kitchen/Café,
The Convent Arts and Culture Centre, the Cape Breton Island Centre for Immigration,

and the New Dawn Centre for Social Innovation.