Office Manager

Position Description

HealthBridge is looking for an enthusiastic and self-motivated Office Manager to coordinate and oversee administrative duties and ensure the office operates efficiently and smoothly. The Office Manager will be responsible for developing intra-office communication protocols, streamlining administrative procedures, and supporting staff and partners throughout the world. Our ideal candidate will be an energetic professional who doesn’t mind wearing multiple hats. They will be experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little supervision. Our ideal candidate will be organized, flexible, and enjoy the administrative challenges of supporting an international organization with diverse people.

Key Duties and Responsibilities

The Office Manager has overall responsibility for general administration and office management, including providing general assistance and support to special projects upon request. Specific duties include but are not limited to:

• Support the Executive Director;
• General office management, including but not limited to maintaining the filing system, office supplies, ordering resources/publications, photocopying, mailing, and faxing;
• General correspondence, including responding to inquiries, and correspondence with the Board of Directors;
• Support requests from international partners and staff including letters of invitation for travel and preparing supporting documents for proposals to donors;
• Liaise with partners;
• Support occasional activities as requested (e.g., preparing materials for meetings/conferences);
• Ensure maintenance of office equipment;
• Coordinate workshops and meetings upon request, including travel arrangements, etc.;
• Coordinate fundraising administration, including tracking donations of monthly and annual givers, issuing acknowledgement letters and donation receipts;
• Assist with the implementation of HealthBridge’s fundraising activities;
• Identify needs for supplementary administrative support and coordinate out-sourcing of identified tasks; supervise administrative support staff;
• Coordinate volunteer and intern contracts, recruitment and supervision;
• In cooperation with external web master, ensure maintenance of website content (overall responsibility for ensuring content is up-to-date and accurate);
• Assist in the production of newsletters, annual reports, and corporate information brochures with desk-top publishing;
• Facilities Management: resolve issues pertaining to the physical office environment, e.g., telephone system and computer network.
• Ensure document review and updates for policies, procedures, and guidelines and manage document tracking system.
• Maintain insurance portfolio including coverage for office contents, general liability, directors and officers liability.
• Manage contracts for office operations (e.g., rental agreements, equipment contracts).

Board

• Coordinate Annual General meeting;
• Coordinate Board and Committee meetings, including taking minutes and ensuring follow-up actions;
• Ensure compliance with the HealthBridge nominations procedures;
• Oversee the E-vote procedure (tallying and recording votes);
• Support the orientation of new Board members;
• Keep Board lists, board workplan, and Board End of Terms list current
• Support Board chair as required.

Human Resources

• Draft employment contracts, Technical Service Agreements, volunteer contracts, and partner sub-contracts, and ensure standard clauses are included and accurate;
• Implement staff orientation;
• Implement staff exit procedures.

Reporting to: Executive Director

Office manager requirements:

• Proven office management, administrative, or assistant experience – 5-10 years;
• Knowledge of office management responsibilities, systems, and procedures;
• Excellent time management skills and ability to multitask and prioritize work;
• Attention to detail and problem solving skills;
• Excellent written and verbal communication skills;
• Strong organizational and planning skills;
• Proficient in Microsoft Office;
• Knowledge of administrative management practices and procedures;
• Knowledge of clerical practices and procedures;
• Knowledge of human resources management practices and procedures;
• Knowledge and experience working in the NGO or charity sector;
• Computer skills and knowledge of office software packages;
• Must be eligible to work in Canada.

Desired skills:

• Certificate or degree in administration or office management
• French language skills

Language Skills

Oral and written fluency in English is essential. Capacity in other languages is an asset.

Salary and Benefits

Compensation range $60,000 – $75,000/annually commensurate with experience and skills. HealthBridge offers an excellent health benefits plan. This position is hybrid and is based in Ottawa.

HealthBridge offers an excellent health benefits plan. This position is based in Ottawa.

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How to Apply:

Interested candidates are asked to submit their curriculum vitae along with a cover letter and availability date no later than January 26 to [email protected] with the subject line Office
Manager. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Successful applicants will be contacted at the beginning of
February for interviews in the middle of February. Expected start date is March 1st 2024.

HealthBridge provides equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic
origin, age or disability.

About HealthBridge
HealthBridge is a non-profit, non-governmental Canadian organization working to improve health and health equity through research, policy, and action, particularly in developing
countries. We aim to improve the health of people living in vulnerable situations, including those at risk of malnutrition, infectious disease, and emerging epidemics. We work with local
partners to identify and bridge gaps in public health, by developing and implementing appropriate solutions, innovative and sustainable practices, and promoting effective policies.
HealthBridge has a dynamic and dedicated team in Ottawa and overseas, and offers a supportive and creative work environment. This position is ideal for someone that values HealthBridge’s people and mission.