Office Manager/Board Secretary
Do you want to make a difference every day? Are you interested in making media accessible for all Canadians? Then AMI is the place for you.
Accessible Media Inc. (AMI)’s mission is to entertain, educate, and empower Canadians who are blind or partially sighted. Operating three broadcast services, AMI-tv and AMI-audio in English and AMI-télé in French, AMI’s vision is to establish and support a voice for Canadians with disabilities, representing their interests, concerns and values through accessible media, reflection and portrayal.
As the Office Manager and Board Secretary, this role will manage AMI’s head office facility by organizing and coordinating office operations and procedures, to ensure organizational effectiveness, efficiency and safety. In addition, the role will provide administrative support for the President/CEO, the Chair and the Board of Directors.
Responsibilities:
Office Management
Manage the office services by:
• planning and implementing office systems, layouts and equipment procurement to ensure maximum efficiency
• serving as the point person for maintenance, mailing, shopping, supplies, equipment, bills, and errands
• maintaining and distributing keys, security cards (office and parking)
• coordinating all office repairs including plumbing, electrical, appliances and any other general repairs as required
• scheduling weekend cleaning services and coordinating special cleaning services such as fridge cleanouts, inside window washings
Administrative
Provide administrative support for the CEO and the Board of Directors by:
• answering and directing inquiries, conducting preliminary research and drafting reports for review, scheduling and coordinating appointments, travel arrangements and meetings
• taking minutes at all Board/Committee meetings, tracking and reporting on outstanding agenda items, ensuring Board Motions/Resolutions are drafted and approved by the Chair; obtaining appropriate signatures and notations and coordinating legal review when required to ensure continuity and communication
• preparing a calendar of Board and Committee Meetings; as well as planning and executing the logistical requirements of all meetings including the Annual General Meeting and/or Board retreats
• maintaining the Governance Manual and the Board Orientation Manual, assisting in the orientation and training of new Board Members
• accomplishing Board confidence and protecting the organization by responding to request keeping information confidential and developing and maintaining a system for filing and retrieval of historical records
Financial
Achieve financial objectives by:
• managing contract and price negotiations with office vendors, service providers and office lease
• reviewing and approving supply requisitions
• managing relationships with vendors, service providers, and landlord to ensure that all items are invoiced and paid on time
Leadership
Maintain office staff by:
• recruiting, selecting, orienting, and training employees
• assigning and monitoring clerical functions
General
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as needed
Requirements:
• Diploma in Business Administration or equivalent experience
• 4–6 years related experience.
• Broad knowledge of Board responsibilities; working knowledge of Board protocols; corporate filing and archiving requirements.
• Intermediate plus level of Microsoft Office Suite (Excel, PowerPoint, Word and Outlook).
• Strong written communication and grammatical skills, strong interpersonal and relationship-building skills.
• Ability to compartmentalize and exercise a high level of discretion and confidentiality.
• Bilingualism is an asset
Accessible Media Inc. is an equal opportunity employer and encourages applications from qualified women, men, visible minorities, aboriginal peoples and persons with disabilities. Should you require accommodation for the recruitment or interview process, please let us know.
We thank all applicants for their interest, but only candidates selected for an interview will be contacted.