- Location: National LC office (Hybrid, 3 days in office/2 days WFH)
- Job Type: Full-time
- Wage: $60,000 – 65,000 per annum
Applications are accepted through hr@liver.ca only. We thank all candidates for their submission, but only those applicants selected for an interview will be contacted directly.
About Liver Canada
Founded in 1969 by a group of doctors and business leaders concerned about the increasing incidence of liver disease, Liver Canada (LC) was the first organization in the world devoted to providing support for research and education into the causes, diagnoses, prevention, and treatment of all liver disease. We resonate as the anthem for liver health, uplifting millions of Canadians on every twist and turn of their health journey. Whether it’s a day of challenge or celebration, we stand unwaveringly by their side. Our community health programs are not just ventures but visions of hope, and our innovative research seeks to craft a tomorrow free from liver disease.
The fuel behind our mission? Teamwork, dedication, and a vision for constant evolution. We are an innovative team, shaping change through close collaborations, internally and with partners. We are committed to develop our people professionally and individually. Our conducive work environment and culture empowers our people to stay healthy and well.
Role Overview:
As the Administrative Coordinator and HR Liaison, you will be reporting directly to the President & CEO, providing essential administrative support to the President & CEO, and the Board of Directors, where timeliness, efficiency and quality are the hallmarks. You will also provide general administrative and meeting support to the Executive Leadership Team (ELT) and work collaboratively with other departments to support the office of the President and CEO in fulfilling key strategic and operational deliverables. As an HR Liaison you will be providing HR Administrative support to the organization and liaising with HR consulting partners where necessary by contributing to the development of a thriving, diverse and inclusive culture.
Where you can make a difference:
- You believe in the power of community and relationships.
- You have a passion for working with an impact driven culture with ‘one team’ mindset.
- You consider yourself creative and tech savvy open to developing new skills and abilities.
- You are a bridge-builder acting as a liaison between the Executive office and the team. You work successfully with multiple stakeholders as you bring high standards of authenticity, integrity, and a commitment to excellence.
- You are entrepreneurial and ready to chart your own path, though you thrive in a team environment.
- You are an excellent, unbiased and analytical listener that is unafraid to ask questions that gets you to the root of the problem to outline constructive solutions.
- You are a highly organized individual with excellent communication skills, capable of liaising with multiple parties in a clear, respectful, and efficient manner.
- You anticipate business and client service needs, demonstrating resourcefulness and out-of-the-box thinking.
Personal Skills and Attributes:
- Strong interpersonal and relationship building skills and the ability to work in a respectful, cooperative team environment.
- Effective time management, organizational skills and the ability to manage multiple tasks with similar deadlines without compromising quality or accuracy.
- Detail oriented with ability to align with strategic agendas while keeping day-to-day job activities current.
- Strong verbal and written communications skills and proof-reading experience.
- Discreet and diplomatic
Administrative Coordinator, Office of the President and CEO and Board of Directors support:
This role includes but is not limited to the following:
- Manage President & CEO’s email, calendar, including facilitation of all travel arrangements, contacts, and files
- Prepare and submit President & CEO’s expense reports
- In coordination with the Communications department, you draft President & CEO’s correspondence internal and external
- Support President & CEO in day-to-day management of the organization’s operations by providing insight and advisement by researching areas of interest to support discussions, key decisions and company priorities.
- Lead administrative tasks, special projects, producing documents, reports, agendas and presentations, collecting and preparing information for meetings and projects with internal and external stakeholders.
- Plan and coordinate meetings such as team meetings, yearly and quarterly planning meetings, offsite retreats and strategic planning sessions.
- Organize and manage time-sensitive and confidential information.
- Receive incoming calls for the President & CEO, provide information as required, direct call(s) to appropriate individuals and schedule meetings on their behalf.
- Support in the development and management of the Executive Office budget.
- Maintain and organize (filing) documentation, both online and physical, and ensure privacy and confidentiality of information is maintained (as applicable)
- Create and distribute agendas and meeting material for the National Board of Directors and Corporation membership meetings (e.g. Annual General Meeting) in a timely and accessible manner, and in accordance with applicable By-Laws
- Accurately record and distribute the minutes of Board of Directors and Corporations Annual General meetings
- Create and maintain an up-to-date Board planning calendar outlining matters to be considered on the Board’s agenda.
- Maintain a full contact list of Board members, including appointment dates, term of appointments, and Board member bios and contracts.
- Prepare new Board member onboarding package and orientation
- Update, maintain and file the Corporation’s meeting minutes and other legal documents
- Manage expense processing of the Board of Directors budget.
- Coordinate with legal counsel the maintenance of Corporation’s governance documents and Annual return filings and registrations for Extra-Provincial Corporations
- Consult with Legal for LC contracts/agreements pertaining to the President and CEO office and Board of Directors matters
- Assist with special projects and other duties as necessary
HR Administration:
- Assist the HR Advisor and President and CEO with development of employee engagement survey (annually)
- Assist the HR Advisor with the development and maintenance of annual review process and coordinate training of staff accordingly
- Assist with the update and maintenance of the Human Resources Policies and Guidelines
- Coordinate management of the automated time-off calendar in payroll platform PowerPay, assigning annual vacation/time off allowances as per the Time-off Request policy
- Maintain, review, and update Human Resources files, including job descriptions, performance reviews, goal-setting documents and training certifications and any other relevant documents
- Administering LC’s Group Benefits Plan for employees. Provide staff with updates to policies and employee benefits
- Maintain the training program/modules in HR Downloads, ensuring compliance requirements are met
- Review and audit employee First Aid & CPR training certifications
- Manage Health and Safety Program and Committee, including, Fire and Emergency Evacuation procedures and supplies (First-Aid and Emergency)
- Assist with recruitment, screening, reference checks of new employees
- Prepare new hire onboarding package, coordinating onboarding and offboarding with Payroll and IT
- Draft Employment agreements, terminations, and various other employment letters as per LC’s templates
- Conduct exit interviews
- Coordinating with HR Advisor and Legal services any HR complex/legal matters
- Assist with the implementation and management of any new HR initiatives, procedures or practices
- Other duties as assigned from time to time in order to meet the overall goals and objectives of the organization.
Qualifications:
- Bachelor’s degree or College diploma in Business Administration or related field
- 2-3 years’ experience in office management, office administration, and/or related field
- 1-2 years’ experience in HR Administration and good understanding of HR policies and practices as well as provincial labour laws
- Knowledge and experience of organizational governance practices, including By-Laws, policies, Annual General Meetings, Corporate Filings and other related legislated and operational executive and governance functions
- Experience in supplies ordering, inventory control, travel planning, vendor management
- Knowledge and experience of Inclusion, Diversity, Equity and Accessibility (IDEA) principles
- Proficient in use of Microsoft Office 365 products
- Knowledge and experience using online project management and Labour management systems is an asset
- Understanding of management principles and office management practices
- Able to learn new applications and techniques quickly and effectively, and dedicated to continuous learning
- Extremely trustworthy and capable of handling sensitive and confidential information
- Dedicated to customer service that exceeds expectations and diplomatic
- Effective team player with positive attitude, whose interactions demonstrate accountability, authenticity, and collaboration
Other personal attributes:
- Desire to join LC culture and align with our values: All embracing, Compassionate, Authentic, Transformative
- Ability to make sound, timely, and accurate judgment while supporting reasoning for decisions.
- Ability to communicate professionally.
- Must be self-motivated, self-starter, resourceful, flexible, and well organized, demonstrating initiative
- Effective planning, organizing and time management skills, and able to work independently without close supervision
- Well-developed interpersonal and relationship-building skills. Demonstrate rapport with people of diverse backgrounds
- Keen attention to detail
- Professional, responsive, and possess a positive work attitude.
Benefits of Employment:
- 3 weeks of vacation
- Eligible to enroll in Health benefits (after 3 months of employment)
- LC Summer Hours – 4 extended long weekends (Friday – Monday) from Victoria day to Labour day
- 12 sick/personal days per year (not bankable)
- Week between Christmas and New Year’s Office Closure: paid days off
- In addition to statutory and provincial holidays, paid days off for Easter Monday, Remembrance Day and National Day for Truth and Reconciliation
Liver Canada is an equal opportunity organization committed to diversity and inclusion; we welcome applications from all qualified individuals, including persons with disabilities, racialized, indigenous persons of any gender identity and sexual orientation, and newcomers. We provide accommodation at all stages of the selection process and through employment in accordance with the Human Rights Code and AODA.
We, at LC, are extremely passionate about our common mandate and we believe that each of our team members contributes in their own specific role to reach that goal and we strongly encourage individuals with lived-in experience and those that have faced barriers to apply for this position.
