J O B P O S T I N G
Ecology Ottawa
Office Manager & Development Assistant
October/November 2021
Do you care about cities and your local environment?
Do you want to be part of the solution to this climate crisis?
Do you want to work at Ottawa's leading environmental advocacy organization?
Then you might be the next administrative powerhouse to support Ecology Ottawa’s advocacy!
About the organization
Ecology Ottawa is seeking a full-time Office Manager and Development Assistant to support our not-for-profit, grassroots and volunteer-driven organization that has been advocating since 2007 to make Ottawa the green capital of Canada. To achieve this goal, we provide the information needed to understand local environmental issues, and the techniques and tools needed to promote environmental leadership and engagement at all levels impacting our city. To do this effectively, Ecology Ottawa uses grassroots mobilization techniques to build capacity and strategic partnerships, and promote the power of collaborative action through building a broad base of community advocates who share a green vision for the city.
Because we believe that people in Ottawa care about clean air, water and energy, protecting greenspace, smart transit options and sustainable communities, Ecology Ottawa brings together individuals and organizations who share these beliefs to make the necessary environmental, social and political changes happen.
Commitment to Diversity, Equity and Inclusion
Ecology Ottawa was born out of the belief that people of all backgrounds and in all neighbourhoods care about the environment. As a leading organization within Ottawa's environmental community that works with partners across sectors, we understand and are working towards ensuring that diversity, equity and inclusion are core to our continuing collective impact.
Ecology Ottawa is committed to employment equity and seeks diversity in the workplace. We welcome applications from members of equity-seeking groups, including: women, transgender, non-binary and LGBTI individuals; First Nations, Métis and Inuit individuals; persons with disabilities; and members of racialized and marginalized groups.
Position Overview
Reporting to the Executive Director, the Office Manager and Development Assistant is responsible for all internal administrative processes that support the core functions of the organization, with a focus on campaign and fundraising support. It is a blended position that requires a broad range of skill sets, with an emphasis on time management, organization and attention to detail, combined with an interest in fundraising, excellent communication, and an aptitude for basic donor stewardship. This position offers significant opportunity to grow and take on increasingly complex and rewarding tasks. This position is Ottawa based and involves regular visits to our office at 1 Nicholas Street, Ottawa, ON, K1N 7B7. The team is largely working remotely at this time but will move towards a blend of remote/in-office in accordance with public health recommendations. This position is unionized.
JOB RESPONSIBILITIES
Human Resources and Administration (50%)
The incumbent will be responsible for recruitment and onboarding of staff and volunteers, including the management of the staff benefits plan, the application of the Collective Agreement, the documentation of contracts and employee files, tracking leaves of absence, monitoring the voicemail, generic inboxes and mail, and supporting the development of annual reports. The incumbent will also ensure compliance with the Ontario Occupation Health and Safety Act and ensure that the physical office is well stocked and home-offices are well equipped.
Development and Fundraising (25%)
The incumbent will support frontline fundraising through a variety of donor engagement and stewardship practices, including but not limited to: thanking donors, tracking and following up with lapsed monthly donors, addressing donor complaints, crafting email and call scripts, and working with campaign leads to integrate fundraising into their work. The incumbent will also systematically call supporters to ask them to donate, or to renew or upgrade their gifts. The incumbent will work closely with the Director of Development to execute these duties.
Information Systems and Data Management (15%)
The incumbent is responsible for the maintenance and enhancement of all information and data collection systems and for taking the steps necessary to secure the data of Ecology Ottawa. The incumbent will manage the Nationbuilder system, updating tags and lists as necessary and support staff in the proper use of the database to maintain data integrity. They will also work with IT support to troubleshoot website issues and train staff in basic website maintenance.
Support to the Executive Director and Board Committees (5%)
The incumbent provides administrative support to the Executive Director and develops reports on campaigns, research regarding collective bargaining, and other reports for the Board. The incumbent provides support to the Board as requested by the Executive Director; produces agendas and attends meetings of the Board and its committees, and records minutes of the proceedings.
Community organizing and events management (5%)
The incumbent will take responsibility for community organizing and events management, where appropriate. The incumbent will focus on activities and events that do not fall under specific program areas. On average, the incumbent will work on a few events a year which are spaced out, although they will require a significant time commitment leading up to the event.
Qualifications
- Highly organized and capable of tracking and managing competing deadlines and priorities
- High level of attention to detail to ensure complicated administrative tasks and reports are completed accurately
- Interest or experience in frontline fundraising and donor stewardship, including directly soliciting donations from individuals
- Strong communication skills and experience in, or an aptitude for learning about, human resources and
- Comfort with CRMs, database systems, and basic website management
Assets
- Experience with Nationbuilder
- Experience in the non-profit sector and membership of a board of directors in particular
- Experience in grassroots engagement organizing and environmental advocacy
- Bilingual/fluent in both French and English.
- A good sense of humour!
Location
1 Nicholas Street, Suite 430, Ottawa, Ontario, K1N 7B7. In 2021, the incumbent would be working a blend of in-office and remote work, but frequent visits to the office will be required.
Compensation and benefits
This position is 40hrs/week at a starting wage of $23/hour ($47,840 annual) and includes a comprehensive benefits package paid for by Ecology Ottawa. This position has flexible hours, and requires some evening and weekend work for fundraising and events management.
To Apply
Please submit a cover letter and resume in a SINGLE PDF DOCUMENT by email with “Office Manager and Development Assistant” in the subject line to [email protected]. The deadline for applications is November 5th, 2021. Only complete applications sent by email will be considered. We thank all those who apply, but only shortlisted candidates will be contacted.
If you have any questions, e-mail [email protected].