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Executive Assistant/Advocacy Specialist

Permanent, Full-Time

What We Do

WIN House provides individuals and their children fleeing violence crisis response and intervention, safe temporary accommodation, and support for basic needs. Those seeking our services are offered trauma-informed, client-centered programming and support, access to resources, information, and referrals to community supports.

What You Will Do

Reporting to the Executive Director, the Executive Assistant/Advocacy Specialist will support the Executive Director, the Board of Directors, and the Leadership Team. They will be responsible for working with various levels of Government and understand advocacy and research grant opportunities.

The Executive Assistant/Advocacy Specialist will:

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Executive Support

 

  • Provides senior-level administrative support to the Executive Director (ED).

  • Prepares, reviews, and edits a wide variety of correspondence, reports, and communications that at times are complex and/or confidential. 

  • Coordinates and manages the timely delivery of Board meeting packages and materials. 

  • Manages ED calendar, and scheduling of appointments.

  • Attend meetings with the ED as requested. Take notes and provide support. 

  • Takes on projects and tasks as assigned by the ED.

 

Board Support 

 

  • Coordinate meeting set up (both Board and Committee meetings). Ensure calendar invites go out, information packages are correlated and sent out, book venue, order food, set up IT, take minutes. 

  • Receive new board applications and process. Ensure candidates are followed up with during the recruitment process.

  • Ensure all paperwork for new Board members are completed including Police checks.

  • Assist with Board orientation.

  • Maintain Board SharePoint.

  • Assist with planning of the Strategic Plan and AGM. Responsible for all logistics of these two meetings.

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Communications 

 

  • Develops, executes, and evaluates effective Agency communications strategies, initiatives, and activities.

  • Conceptualizes, develops, and executes internal and external communications; creates engaging content for a broad range of channels and audiences.

  • Provides guidance, advice and information regarding communications activities, practices, and policy.

  • Oversee students in communications.

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Grants 

 

  • Supports grant preparation, internal process development and documentation; completes grant applications on an ad-hoc basis.

  • Bring grant opportunities to the Leadership team.

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Advocacy  

 

  • Work with the Executive Director on the creation and execution of an advocacy strategy.

  • Always demonstrate professional conduct. 

  • Perform other related duties as requested.

Who You Are

Qualifications: 
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  • Proficient in Microsoft Suite, planning software, Survey Monkey, Doodle polls, able to use Mind Mapping. 

  • A relevant post-secondary degree or combination of relevant training, education, and experience 

  • 3-plus years of professional experience; Background in event planning 

  • Experience supporting a Board of Directors and working with Government and other key stakeholders 

  • Ability to organize a daily workload by priorities. Must be able to meet deadlines in a fast-paced quickly changing environment. 

  • A proactive approach to problem-solving with strong decision-making skills. Ability to work with key stakeholders 

  • Professional level verbal and written communications skills. Exceptional attention to detail. Ability to conduct research and create reports or presentations. Time management. Ability to learn quickly. Ability to handle sensitive information with discretion. Curious, innovative and learner mindset. 

The Details

Standard hours of work are 8:30 to 4:30 from Monday to Thursday and from 8:30 to 2:30 on Fridays. This position will require some evening and weekend work, time will be flexed accordingly.  WIN House offers a comprehensive extended health benefit package and pension plan. Win House offers a pet-friendly, team -oriented, hybrid working environment.  

How To Apply

Please submit your application, including salary expectations to HR@winhouse.org. This posting will remain open until a suitable candidate is found. 

 

The successful candidate will be required to submit a Police Information Check and must be willing to sign an Oath of Confidentiality.  

 

WIN House is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage First Nations, Métis, and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the organization to apply. 

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