At Pillar Nonprofit Network (Pillar), we believe that leveraging the collective power of networks is the best way to create a positive impact in our communities. When we come together and lean on each other, we can build an engaged, inclusive and vibrant community. Our mission is to strengthen individuals, organizations and enterprises that are invested in positive community impact. 

Pillar owns and operates Innovation Works - a 32,000 square foot co-working space that is home to a mix of social innovators, nonprofits and entrepreneurs. Pillar programming, staff and resources support the space but at its heart, Innovation Works is a community-driven initiative, made by and for London. Together with our partners, countless entrepreneurs, individuals, organizations and businesses who make up Innovation Works, we are turning social challenges into social opportunities.

ROLE AND RESPONSIBILITIES

Position Overview

The role of the Executive Assistant is to provide high-level administrative support to Pillar Nonprofit Network’s Executive Director and Board of Directors.  

Responsibilities
Administration

• Support the Executive Director in all aspects of Board activity.
• Maintain complete files of all organizational minutes, legal documents, policies, rosters, information, organizational plans, and reports required by the Executive Director or the Board. 
• Maintain all aspects of office resources including ordering supplies, updating website content, and managing database systems.
• Assist with planning meetings and appointments of the Executive Director by providing scheduling support; drafting and editing documents; researching, reviewing and analyzing information.

Human Resources

• Review, update and monitor adherence to the organization’s Human Resources policies and procedures.
• Oversee onboarding of new staff and volunteers to ensure complete and thorough training.
• Support the recruitment process by preparing and editing job descriptions, posting online, scheduling interviews, and preparing onboarding packages. 

Operations

• Liaise with Executive Director to make decisions for operational activities and set strategic goals.
• Maintain administrative workflow by revising and/or formulating administrative policies and procedures in consultation with the Executive Director, and promoting their implementation. 
• Evaluate overall performance by gathering, analyzing and interpreting data and metrics.
• Perform other related activities, as necessary or as assigned.

JOB SKILLS, KNOWLEDGE & STRENGTHS 

Required Qualifications

• Post-secondary diploma or degree
• Ability to flex work schedule to attend meetings and special events outside of regular office hours
• Commitment to high level of confidentiality

Preferred Knowledge and Skills

• Outstanding communication and people skills
• Familiarity with board governance and meeting procedure
• Practiced multi-tasking, organization and time management abilities
• Strong project management skills and experience 
• Excellent writing and verbal communication skills
• Comfortable learning new software applications
• Advanced level of proficiency in MS Office applications and Google Workspace

Desired Knowledge and Skills

• 3-5 years experience in a senior administrative role or equivalent
• Experience or strong knowledge of the nonprofit sector
• Strong proficiency with MS Office applications and Google Workspace and database management 
• Experience supporting a Board of Directors

Contribution to an equitable, inclusive and anti-oppressive workplace

• Demonstrates respect for people from all backgrounds with a heightened equity lens
• Looks for the voices present and missing from projects and organizations, and seeks to fill the gaps
• Suspends judgment and challenges self and others to confront their assumptions and conscious and unconscious biases
• Committed to learning anti-oppressive practices, taking action and holding self and others accountable

WORK ENVIRONMENT
Work Terms

• Hours: Full-time (37.5 hours per week)
• Flexible hours, with occasional evening and weekend work required
• Reports to:  Pillar Nonprofit Network’s Executive Director
• Contract: Permanent Full-Time
• Access to Pillar's Learning & Development program, when possible
• Based at Innovation Works (201 King Street)

Pillar’s Culture and Values
Pillar Nonprofit Network was voted one of London’s best places to work by London Inc. magazine!

Our staff-created Team Alliance includes commitments to:

• Build Relationships with Intention
• Foster Inclusion & Belonging
• Promote Trust & Integrity
• Say What Needs to be Heard
• Nurture a Culture of Caring

Pillar is actively seeking applications from people who are Indigenous, Black, racialized, LGBTQ+, women, persons with disabilities, and other equity-deserving groups because we believe in removing barriers to meaningful employment for all.

HOW TO APPLY

• Please submit your resume and cover letter to career@pillarnonprofit.ca by Wednesday, August 4th, 5:00pm EST. No applications received after the deadline will be considered.
• Please reference "Executive Assistant" in the subject line of your email.

 
Please note:
Pillar thanks all applicants in advance. Only those candidates selected for an interview will be contacted. We are committed to inclusive, barrier-free recruitment, selection processes and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Working with applicants requesting accommodation at any stage of the hiring process.

Pillar acknowledges that posting job salaries signals a deep commitment to equity and transparency. Like many in the impact sector who share these values, we are in the process of the internal work necessary to align with these commitments.

If you have any questions about this posting please email career@pillarnonprofit.ca and reference “Executive Assistant” in the subject line.