Office Manager/Executive Assistant
Provincial Employment Roundtable, Canada

Want to join a dynamic new organization focused on improving employment and employability outcomes for Quebec’s English-speaking community? If you love keeping projects, budgets and processes organized, apply today and help the Provincial Round Table (PERT) keep its books balanced and its office functioning smoothly.

PERT is a nonprofit organization that seeks to address the employability issues faced by English-speaking Quebecers. Initially a project of YES Montreal, PERT launched as its own organization in September 2020 and is currently scaling up its research and engagement activities.

Reporting to the Executive Director, the Office Manager/Executive Assistant will oversee a variety of administrative, financial and support activities, among other duties. The successful candidate is a highly organized individual with a keen eye for detail, is a self-starter and forward thinking, has a great service-oriented attitude and possesses a high degree of judgment, accuracy and professionalism.

Finance and Accounting

• Assist the Executive Director with all matters related to financial administration and planning
• Oversees and monitors PERT’s annual operating grants and finances
• Processes invoices/expense reports in a timely manner and in accordance with established policies.
• Monitor performance against budget with regular variance reporting
• Prepare monthly and quarterly financial reports
• Perform cash flow analysis and planning to ensure availability of funds as needed
• Prepare financial reports for submission to the Board of Directors
• Ad hoc reporting and analysis to support the organization
• Monitor and oversee all bookkeeping records, including data entry for accounts payable and accounts receivable
• Manage the payroll function ensuring payroll is prepared and distributed accurately and on time

Support for Executive Director

• Acts as communication conduit for the Executive Director with internal and external parties
• Coordinates the Executive Director’s calendars, appointments, bookings, off-site and on-site meetings, conference calls, social engagements, travel arrangements
• Attends meetings as needed to assist with minutes and action items for follow up

• Acts as communication conduit for the Executive Director with internal and external parties
• Undertake other projects and duties as assigned by the Executive Director

Administration

• Ensure efficient operation of PERT’s team while working remotely and PERT’s eventual physical offices
• Act as a liaison for all technology and IT related matters to resolve in a timely manner
• Manage incoming and outgoing courier and mail, and main email address
• Ensures catering, IT resources and other requirements are put in place to support smooth and efficient meeting facilitation
• Photocopies, scans, answers phone and greets visitors at our eventual offices
• Manage lease and insurance renewals, co-ordinates all related correspondence/ documentation and address leasing and insurance issues

Requirements

• Post-secondary diploma/degree in Business Administration, accounting, financial management and/or related area
• Prior experience in a similar role
• Highly proficient in Gsuite, Microsoft Office, Adobe, and Outlook
• Ability to work independently and manage multiple tasks with competing priorities
• Proven time management and prioritization skills
• Excellent Microsoft Excel skills, preferably with experience developing statistical reports and working with database applications
• Experience working with financial reporting and accounting software

• 3-5 years experience in a similar role
• Excellent bilingual verbal and written communication skills
• Familiarity with the Quebec employability landscape and/or experience in employment and employability programming
• Familiarity with the Official Language Minority Community landscape and experience working with the Quebec English-speaking community
• Experience working in the nonprofit sector, government, or in a community organization

Benefits

PERT offers a culture where creativity, innovation, diversity, and inclusion are valued, encouraged and fostered.

• An inspiring mission working with a volunteer board intent on making an impact
• Remote work (necessary IT equipment will be provided) until the situation with th

Job Rewards and Benefits