Job Posting: Executive Assistant

MAX Ottawa has been working to improve the health and wellbeing of queer and trans men in the National Capital Region for over 20 years. As a community-based organization with a history in the HIV response, MAX is on the ground, meeting community members where they’re at, and offering social and support services, information, and referrals that meet their needs. MAX also works with healthcare and other service providers to improve the quality of care available in the region.

Our team is evolving to meet the ever-changing needs of our communities, rolling out new tools, and expanding our programming. You’ll be joining a dedicated group of peers who are committed to having a meaningful impact for our friends, lovers, and neighbours.

ABOUT YOU

The ideal candidate for this role is organized, detail-oriented, and able to manage multiple projects efficiently. You approach your work with creativity, readily anticipating needs and adapting to changing priorities. As key support to the Executive Director, you efficiently manage multiple projects while working independently and maintaining strong communication with colleagues and stakeholders. Personable, approachable, and an active listener, you engage effectively with staff, board members, external partners, and community members alike. With strong boundaries, self-awareness, and a commitment to ethics, you exercise sound judgment in handling sensitive information and thrive in a fast-paced environment while fostering positive, professional relationships.

ABOUT THE JOB

The Executive Assistant is responsible for providing administrative support to the Executive Director, the management team, and the MAX Board of Directors. The Assistant supports the overall day-to-day functioning of the organization, including project coordination, document production, records and information management, and basic financial administration.

These activities are rooted in MAX’s mission, vision, and values and advance the goal of improved health outcomes among 2SGBTQ+ men and transmasculine non-binary people in the National Capital Region.

CORE RESPONSIBILITIES

• (20%) Support the Executive Director in managing all administrative work of the organization including, but not limited to:
  • Managing the Executive Director’s email account(s) by flagging items requiring an urgent attention, following up on pending issues, and by responding to standard requests on behalf of (or as directed by) the Executive Director;
  • Drafting correspondence, editing, formatting, layout, note taking, calendar and meeting management, copying, and other administrative duties as assigned;
  • Establishing and maintaining complete and up-to-date Executive Office files and records, tracking mechanisms, and Policy and Procedure manuals;
  • Monitoring and responding to general MAX correspondence and inquiries, providing support with the resolution and/or directing them to appropriate resources/personnel;
  • Taking minutes for meetings, as needed;

• (10%) Support the work of the management team including, but not limited to:
  • Providing ad hoc administrative support to the management team, as assigned;
  • Preparing for the onboarding of new staff and volunteers, including document and information collection, asset and key distribution, account set-up, and training;
  •  Assisting with offboarding staff and volunteers, including document management, asset and key retrieval, and information archiving; and
  • Reviewing and updating Standard Operating Procedures as needed.

• (10%) Support the work of the Board of Directors and its committees including, but not limited to:
  • Scheduling and coordinating meetings; 
  • Preparation of agendas and minutes; 
  • Coordination of reports or other documents for consideration; and 
  • Arranging space booking, food, or travel, as needed.

• (40%) Assist in the management of ongoing projects including, but not limited to:
  • Assisting with planning, organizing, and executing projects aligned with executive priorities;
  • Compiling data, drafting reports, and creating presentations to update leadership on project status;
  • Tracking timelines, deliverables, and milestones to ensure project and operational requirements are met;
  • Organizing the logistics for staff, Board, and stakeholder meetings; and
  • Collaborating with team members in preparing information, documents, and resources for meetings and events, including agendas, reports, and background information for discussion.

• (10%) Assist with financial management and document organization, including:
  • Processing financial transaction documentation, including invoices, receipts, and expense claims, and ensuring the timely and accurate archiving of financial information; and
  • Coordinating the documents necessary for regular financial reporting in support of budget management and forecasting.

• (5%) Coordinate the use and maintain the accuracy of administrative tools in use across the team, including:
  • Managing email and cloud administration and access;
  • Maintaining accurate password documentation and access via NordPass or other password management systems;
  • Organizing and ensuring consistent use of Slack or other internal messaging systems;
  • Organizing and ensuring consistent use and accuracy of Teamwork or other internal project management tools;
  • Reviewing and recommending ways to improve administrative processes, practices, and structures to ensure fiscal savings and improve efficiencies for the Executive office and the organization; and
  • Investigating and supporting the implementation of new tools, as needed.

• (5%) Support the internal and external communications activities across MAX, including:
  • Providing administrative support for the development of photo and video production, including maintaining photo and video management and tagging systems; and
  • Providing administrative support for the maintenance of ActionNetwork or other CRM systems.

•  Collaborate with the rest of the MAX team to ensure coordination and integration of resources, programs, and services across the organization. 

The Executive Assistant is also responsible for the following general areas:

• Providing information to clients about programs and services, both internal and external, as required;
• Building and maintaining solid working and supportive relationships with service users, volunteers, external agencies, and other staff;
• Ensuring all data collected are organized and archived appropriately;
• Maintaining privacy standards in accordance with MAX policies;

In addition to compliance with all organizational policies and procedures, the Assistant  is expected to behave ethically, demonstrate competence in effective communication and team building, demonstrate effectiveness in working in a collaborative environment, and demonstrate confidence in decision-making and in building relationships.

The Assistant  will also be expected to perform other duties as assigned, provided they are within the Assistant’s capacity and skill set.

Qualifications

Basic Requirements (These requirements must be met before the candidate will be considered for an interview)

• Relevant post-secondary degree, diploma, or certificate (project management, business administration, mental health, community development, etc.) or equivalent experience in a related field;
• Minimum of three years of related work and/or volunteer experience;
• Strong written and oral English communication skills;
• Experience working with 2SLGBTQIA+ people; and
• Experience in support work, the mental health sector, or customer service.

Rated Requirements (These requirements will be rated in an interview) 

• Demonstrated administrative and secretarial knowledge and ability associated with successful completion of business and/or secretarial training, or equivalent, normally acquired through several years of experience in providing secretarial and administrative services relevant to the duties of the position;
• Demonstrated knowledge of bookkeeping and basic financial management skills required to perform tasks such as account reconciliations (ie. bank reconciliations), to record financial transactions, and prepare basic balance and income statements;
• Demonstrated experience and knowledge of the complexity of health issues that impact both 2SGBTQ+ people and people living with HIV or AIDS, and an understanding of the ways that other intersecting identities shape lived experience (e.g. race, gender identity, gender expression, disability/ability, immigration status, etc.)
• Demonstrated ability to maintain and safeguard confidential or sensitive information;
• Strong written and oral communication skills, including writing, editing, and formatting;
• Ability to proactively identify and solve problems and respond well to changing circumstances;
•  Strong interpersonal, collaboration, and organizational skills;
• Proven ability to initiate and foster partnerships;
•  Ability to work both independently and as a team member;
• Proficiency in using digital communications and work tools, including Google Suite, Microsoft Office, Slack, Zoom, and Teamwork;
• Clear understanding of and commitment to working through harm reduction, queer liberation, and sex positive frameworks;
•  Willingness and ability to work within anti-racist, anti-colonial, and anti-oppressive frameworks and actively engage in ongoing learning about these frameworks;
• Prior experience in a community health or social services agency would be an asset;
• English–French bilingualism is required, and additional multilingualism is an asset;
• Experience managing staff and volunteers is an asset.

ADDITIONAL DETAILS

• Hybrid work environment, split between in-office and remote (within the National Capital Region)
• Hours: Full-time (37.5 hours per week)
• Term: Indeterminate
• Salary range: $50,000 – $55,000, commensurate with experience
• Comprehensive and competitive benefits package
• Start date: Immediately
• Reports to: Executive Director

MAX is an equal opportunity employer and people who have experienced marginalization are highly encouraged to apply. This includes people living with HIV, racialized people, gay, bisexual, or queer people, trans or gender non-conforming people, and people with disabilities.

TO APPLY

Please submit a cover letter and resume to applications@maxottawa.ca. The posting will remain open until it is filled, and the application review process will begin on Monday, March 3, 2025.