Position Description

Reporting to the Operations Manager of Flourish, as the Executive & Operations Assistant, you will have a strong background with information organization and reporting, written communication, office administrative duties, and process improvement. You will carry out a vital role in managing and coordinating all senior level administrative activities and information requirements to support the Flourish team. Working closely with the Operations Manager and Flourish’s leadership team, you will draft, edit, and proof-read correspondence, reports, and other materials, and manage the flow of information in and out of the Operations Manager’s office, including scheduling, critical meeting administration, and general communication efficiency.

• Position: Executive & Operations Assistant- Full Time
• Location: Hamilton, ON - Flourish
• Salary: $57,400-$65,200
• Hours of Work: 40 hours per week in office, weekdays Monday to Friday, 9am-5pm, in the office at 1907 King St E Hamilton.

We are seeking a leader who is highly organized with the natural ability to be flexible, prioritizing any changes as they are called for. When given a task, you can readily follow the direction given, placing ideas into action. Having a strong values base that informs your decision making and motivates you to work in a not-for-profit organization. Working alongside leadership teams throughout the organization, you are someone who focuses on peoples’ strengths and likes to encourage group excellence. You get deep satisfaction from collaborating with others to achieve collective goals. Above all, you are highly trustworthy and someone who takes ownership over your work. Looking to create a meaningful impact on both the work of the Operations Manager and Flourish at large.

About Flourish

Flourish is a not-for-profit real estate development services company established by Indwell. Flourish supports clients pursuing affordable housing and social-purpose projects. Our team can assist with the full range of development activities, including project ideation and site selection, planning and community engagement, funding strategies and program model design, and project management through design, construction, and occupancy.

Flourish deploys the accumulated development experience of Indwell, a Canadian leader in developing new affordable and supportive housing. Our expertise reflects Flourish’s role in creating homes for over 1,000 households in both urban and rural communities, demonstrating our creativity and collaborative approach to outcome-focused project management. To learn more, visit: www.flourish.ca

WHAT YOU WILL BE DOING:

Team Leadership and Participation

• Support the organization’s mission and vision by working alongside Flourish’s leadership to achieve strategic commitments
• Promote and demonstrate the vision, mission and values of Flourish within the workplace and the community
• Work collaboratively with the Operations Manager and team to promote Flourish’s organizational goals
• Attend staff meetings, professional development activities, and organizational functions

Administration

• Act as the first point of contact to the Flourish office with external contacts, responding to and redirecting emails, phone calls, and in-person inquiries
• Maintain an organized and tidy workplace for staff including stocking the kitchen and light tidying of public workspaces, and oversight of contracted office cleaner
• Support the Operations Manager and Leadership Team; coordinating meetings and agenda preparation, minute taking, assembling reports and information packages, and maintaining good process and smooth functioning
• Collaborating with the EA of Indwell regarding matters of the Board
• Arrange and coordinate the President’s calendar
• Create or review internal and external communications from the Operations Manager
• Collaborate to create internal meeting agendas, minute taking and distribution, and assist with necessary follow-up after meetings
• Develop and foster positive relationships with everyone associated with Flourish
• Organize travel logistics for the team.
• Monthly invoicing to clients utilizing excel-based bookkeeping
• Monthly timesheet data collection and analysis
• Administrate and track staff professional development (PD) including scheduling, payment of trainings and reconciliation with PD budget
• Update and maintain Flourish databases such as individual branded resumes, RFP response templates, company metrics and statistics for marketing, team accomplishments, etc.
• Support Operations Manager with external communications and marketing (LinkedIn posts, overseeing website updates, branded material, etc.)

WHAT YOU WILL BRING:

• A commitment to Flourish’s mission, vision and values
• Bachelor’s degree/Diploma in a related field (office administration, communications, business)
• Experience supporting Executive positions preferred
• Excellent verbal and written communication skills. Courteous, tactful, diplomatic and friendly
• Competency to manage multiple assignments effectively, deal with confidential information professionally, and exhibit a high degree of trustworthiness
• Ability to work autonomously and also take direction, show initiative, and demonstrate excellent follow-through
• Sound decision making ability, good judgement and analytical thinking
• High organization, efficiency, resourcefulness, taking initiative by being proactive to anticipate needs
• Proven ability to manage a varied and complex workload, with attention to detail in an office environment where disruptions are common
• Strong demonstrated working knowledge of Microsoft Office 365- Word, Excel, Outlook, Teams and SharePoint with familiarity of on-line collaborative tools

We want you to thrive:

• Vacation: 3 weeks (15 days) paid with 8 HEAL days (sick and personal appointments) per year
• Extensive Employee Benefits paid: Extended health (100% medication coverage- some exceptions may apply), dental and vision care. Life insurance and long-term disability
• Employee Assistance Program- primary care and professional services
• Group RRSP: Flourish contributes 5% of salary
• Phone Allowance: $40/month
• New Staff Orientation Days
• Professional and Personal Development- professional development allowance, annual Leadership Conference (themed with guest speaker) + Ranch Retreat (reflection and recharge with various outdoor activities). Clifton Strengths Finder Assessment facilitated by People Developer, Indigenous Cultural Competency and 2SLGBTQ Awareness + more.

We’re seeking to create a diverse work culture with qualified individuals who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives. Our employment, supports and services are open to people from every creed, race, ethnicity, sex, ability, sexual orientation, and gender identity. And we especially invite applications from Black, Indigenous peoples, members of racialized communities and intersectionalities.

To APPLY:

Please forward your cover letter and resume via our sister company website: www.indwell.ca/careers. We thank all for your interest; however, only those applicants that are being considered will be notified.

Personal information submitted will be used only for employment opportunities within Flourish in accordance with the Freedom of Information and Privacy Act.

Accommodation will be provided to applicants who make their needs known in advance for the duration of the hiring process.