Finance and Administration Executive Assistant, MCC Canada

at  Mennonite Central Committee

QUALIFICATIONS

All MCC workers are expected to exhibit a commitment to: a personal Christian faith and discipleship; active participation in a Christian church or Christian community; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.

Essential:

• Relevant bachelor’s degree plus 0-2 years of related experience, or a Business Diploma plus 5-7 years of equivalent experience in a senior Administrative Assistant role
• Organization and time management skills to prioritize, track and move simultaneous projects to meet deadlines; ability to accurately attend to details.
• Experience managing multiple time-sensitive projects or responsibilities.
• Ability to deal with confidential information in an appropriate and professional manner.
• Demonstrated initiative with the ability to work without direct supervision and to deal with situations and issues persistently and pro-actively.
• Willing and available to maintain a flexible schedule with potential overtime work, particularly before and during meetings.
• Successful police record check.

Preferred:

• Experience working within a Finance Department and/or financial software or database
• Payroll experience is an asset
• Experience in a not-for-profit organization
• Proficiency in French/Spanish

LOCATION DESCRIPTION

Winnipeg is a city of approximately 835,000 people located on the Red River, 112 kilometers north of the U.S. border. Being near the centre of Canada, it is a major transportation hub. The city’s population is diverse and has the largest urban Indigenous population in Canada. English is the most common language spoken in Winnipeg, while also being home to a large francophone population. Tagalog, German, Mandarin or Cantonese, Ukrainian and Punjabi are other top languages spoken.

Major Responsibilities:
50% Administrative Support
20% Reporting and budget support and research

30% Managing projects

• Ensure that the Gospel of Jesus Christ is exemplified in the performance of all job responsibilities and through personal example.
• Model nonviolent peacemaking through daily interactions with staff and the public.
• Participate in a local church and gatherings, being willing to use their gifts within the local faith community.

50% Administrative Support

• Manage incoming communication to the Senior Director of Finance and Administration, responding when appropriate. Organize communications and alert Senior Director of Finance and Administration to unusual circumstances or urgent communications that require the Director’s intervention.
• Scheduling and organizing meetings. Maintain the daily schedule for the Senior Director of Finance and Administration and assist with workflow by identifying significant upcoming events and preparations required.
• Organize various meetings (in person and virtual) as required by the Senior Director of Finance and Administration. This includes planning meeting logistics, gathering, and distributing meeting materials, and taking and distributing minutes.
• Attend meetings and assist with assigned projects including serving on committees and task forces as required.
• Attend Finance network meetings with the Senior Director of Finance and Administration for purposes of taking minutes, gathering documents needed, and helping with researching matters arising.
• Work with the Senior Director of Finance and Administration to connect and resource MCC provincial offices, including maintaining current finance materials, procedural manuals, etc.
• Collaborate with the MCC US Finance Assistant on overall delegation of IP admin support projects.
• Coordinate travel schedule for the Senior Director of Finance and Administration. Apply for country visas, book flights and request cash advances.
• Maintain regular contact with the Senior Director of Finance and Administration during travel.
• Conduct financial services orientation sessions for new MCC Canada employees when the Jr. accountant is away.
• Maintain essential functions during Senior’s Director’s absence.

20% Reporting/budget support and research

• Manage administrative functions related to the Senior Director of Finance and Administration’s office: word processing, filing and record keeping, invoices, expense claims, preparing reports, budgets, and presentations.
• Assist the Senior Director of Finance and Administration in creating and developing finance reports for Finance network meetings, IP meetings, Audit and Finance committee meetings and board meetings.
• Follow MCC Finance requirements and respond to questions about Finance invoices, payment requests, and credit card charges as directed.

30% Managing projects.

• Provide ongoing administrative support to the Financial Software project, including collecting and submitting documentation required for the external consultant, participating in the MCCC implementation meetings, and taking minutes as required. Collect, synthesize, and give recommendations at various stages of the review process.
• Assist Senior Director of Finance and Administration with organizing and implementing various finance and administration projects.
• Collaboratively be responsible for the document management of Finance and Administration archived files, both electronic and paper. Assist with developing procedures, train other Finance and Administration staff, and overseeing document storage, culling, digitization and archiving for Finance and Administration files including project files.

Other duties as assigned.