New Dawn Enterprises

Job Purpose

The Administrative Coordinator is responsible for the day-to-day operations of the office of the President and CEO of New Dawn Enterprises. The Administrative Coordinator takes the lead on organizing and planning of board retreats, room bookings, monitoring inventory, and handling tasks assigned by the President and CEO. The Administrative Coordinator will also assist the Financial Services division of New Dawn Enterprises with Accounts Payable and Accounts Receivable.

Duties and Responsibilities

General Responsibilities:

Serve as primary point of contact for stakeholders, including screening and prioritizing communications
Prepare and edit correspondence, reports, presentations, and other documents as needed
Conduct research and compile data to support decision-making processes and initiatives
Coordinate administrative tasks including processing invoices, ordering supplies, and organizing files
Assist with project management tasks such as tracking deadlines, monitoring progress, and coordinating team meetings and efforts

Coordinating and Managing Sponsorship Requests:

Create annual sponsorship budget
Identify division sponsorship priorities
Process (billing to internal divisions) and track donations to external entities
Provide logo and other graphics and statements to relevant parties
Coordinate speaking roles and other sponsorship engagements
Purchase tickets and coordinate staff attendance at local galas, events, conferences, etc.

Donor Stewardship:

Ensure receipts are generated and mailed or e-mailed with thank you letters
Ensure donors receive other engagement materials (i.e. annual report, donor reports, etc.)
Coordinate updates to donor wall annually
Order and distribute print communications (thank you cards, etc.) as needed

Board Meetings:

Coordinate preparations (create and distribute Zoom links, distribute materials, track RSVPs, propose and coordinate alternate dates as needed) prior to meetings
Take minutes at meetings and file in shared One Drive folder two weeks following meetings
Help to identify/organize board training, education, speakers, team building, retreat opportunities, etc.
Review and update board orientation manual annually (list of directors, liability insurance, division changes, org chart); replace outdated manual with updated manual in shared One Drive

Materials & Miscellaneous:

Flowers, meals for meetings, mail, legal documents, etc.
Restaurant and hotel (etc.) reservations
Book rooms and/or catering at NDC/Eltuek/offsite meetings

New Dawn Administration:

Responsible for New Dawn main phone line (responding to/directing inquiries)
Responsible for New Dawn main e-mail (responding to/directing inquiries)
New Dawn internal mail distribution and coordination

New Dawn Centre:

New Dawn Centre room bookings and purchase orders
New Dawn Centre signage/directory, tenant e-mail list
New Dawn Centre bulletin boards monitoring/clearing

FINANCIAL

Accounts Payable:

Receive invoices and expense claims for processing with purchase orders where applicable
Analyze, sort, and categorize invoices based on the purchasing company
Code and enter invoices in Simply Accounting software system
Record invoices, generate and follow up on outstanding payable listings
Where applicable, process cheques or EFTs, attach the invoice, and submit for signature
Deliver signed cheques to vendors, send e-transfers, or process payments on credit cards
Ensure invoices are marked and filed according to company and vendor with supporting documentation
Respond to inquiries from vendors regarding invoices and outstanding payments and ensure sufficient details are included when entering invoices

Accounts Receivable:

Record financial transactions in accounting software or spreadsheets, maintain organized records
Ensure deposits are reviewed for accuracy and entered on tenant or client accounts and receipts are generated
Ensure statements are issued and sent on any outstanding balance
Process all recurring payments between the 1st and 10th of each month
Ensure all post-dated cheques are recorded and filed appropriately and pre-authorized debit information is recorded, checked for accuracy, and filed appropriately
Match invoices with the purchase orders and packing slips for further processing
Respond to inquiries from tenants and clients regarding rent, services, cheques, and outstanding payments

Other Duties and Responsibilities:

Participate in internal team meetings as required
Look for potential improvements and help implement solutions
Maintain quality, safety, and confidentiality of employees, clients, and volunteers
Maintain professionalism, tact, diplomacy, and sensitivity so as to portray New Dawn in a positive manner consistent with its values and vision
Update job knowledge by participating in educational opportunities, engaging in professional networks, and participating in professional organizations
Respond to the needs of others with effective communication, mutual respect, and consistent follow through to build trust and workplace relationships
Promote the mission and values of New Dawn both internally and externally
Other duties as assigned by the New Dawn Enterprises President & CEO

Qualifications

Degree or diploma in a related field or combination of education and experience
Two or more years working in a book-keeping, financial assistant, accounting assistant, or similar financial support role (i.e. some level of familiarity with accounting/book-keeping software)
Compassion and empathy
Current and up-to-date Criminal Record Check
Experience working with and advocating for vulnerable populations
Ability to work independently, as part of a team, and with guidance from others
Exceptional attention to detail
Exceptional verbal and written communication skills
Ability to work effectively with others; to work together toward a shared goal
Highly organized and ability to work well under pressure
Proficiency with Microsoft suite of programs and applications
High level of integrity, confidentiality, and accountability
Understands servant leadership and community-focus as central to the work

New Dawn Enterprises Limited is a private, volunteer-directed, non-profit social enterprise dedicated to community building. It seeks to identify community needs and to establish and operate ventures that speak to those needs.

Incorporated in 1976, New Dawn is the oldest Community Development Corporation in Canada. Today, it employs 150 people across 10 companies: New Dawn Homecare, Pine Tree Park Guest Home, Pine Tree Park Home Living, New Dawn Meals on Wheels, Eltuek Arts Centre, Café Marie, New Dawn Properties and Development, Cape Breton Island Centre for Immigration, New Dawn Centre, and New Dawn Community Engagement.

All of its work is in service of building a more vibrant and self-reliant Unama’ki-Cape Breton Island.

Atlantic Immigration Program Employer

New Dawn is proud to be an Atlantic Immigration Program (AIP) employer. This means that New Dawn has been approved as an AIP employer and, as such, can endorse the AIP-PR application of an eligible employee.

Note: Employees are responsible for verifying that the employment position/category is eligible under the AIP program or any other immigration program/stream for which they intend to seek the support/endorsement of New Dawn.

Salaried Employee Compensation Package

New Dawn Enterprises believes in supporting the well-being of its employees and, in service of this, has created the following compensation package for permanent, salaried employees of New Dawn Enterprises, in addition to their salaries:

Canada Life Group Benefits: Medical, Dental, Life Insurance
New Dawn offers its employees group benefits provided by Group Health. Fifty percent (50%) of these benefits are paid by the employer, except for Long-Term Disability benefits which are fully (100%) paid by the employee. The plan also includes a component for Life Insurance, Accidental Death and Dismemberment (AD&D) and Vision Care. Dependent life is also included.

Self-Directed Registered Retirement Savings Plan
Employees may choose to begin participation in New Dawn’s Self-Directed RRSP plan after completion of three (3) months of employment. Employees may contribute up to 5% of their gross salary, deducted from their pay cheque. This is matched by the employer to a maximum of five percent (5%).

Reduced Hours Work Week
In recognition of the benefits of greater work-life balance and the value of flexibility and autonomy for human wellbeing, New Dawn has adopted a Reduced Hour Work Week. All full-time salaried employees are required to be in the office for 32 hours per week. These hours can be worked over four or five days. At the start of employment, a schedule will be drafted that meets both the needs of the company and the employee.

Professional Development
New Dawn acknowledges and is committed to the ongoing professional development and lifelong learning aspirations of its staff. The acquisition of new position-relevant skills and perspectives by employees creates a stronger, more informed, and modern organization.

Employees are strongly encouraged to research and outline education and/or professional development opportunities to discuss with their manager in the creation of their work-plan.

Paid Holidays
New Dawn observes thirteen (13) public holidays and other days for which staff will be paid. They are: New Year’s Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Civic Holiday, Labour Day, National Day for Truth and Reconciliation, Thanksgiving Day, Remembrance Day, Christmas Day, and Boxing Day.

In the spirit of family, the President reserves the right to close the office between Christmas and New Year’s Day to enable employees to spend time with their families. This option will be reviewed and a decision made annually depending on operational requirements. These non-statutory days will have no impact on employee vacation time.

Paid Vacation
All new employees entering the organization as a salaried employee will earn 15 days of paid vacation during the annum.

Mental and Physical Health Days
Employees are entitled to seven (7) days paid leave at the beginning of each calendar year. This can be carried forward to a maximum of fifteen (15) days total. It can be used for physical and mental wellness/illness and appointments for the employee or their family members.

Employee and Family Assistance Plan (EFAP)
New Dawn’s Group Benefits Plan includes the provision of an Employee and Family Assistance Program. The Employee and Family Assistance Program (EAP) is a support system that employees and their families can turn to for confidential help with stress, anxiety and depression, family and relationship issues, addictions, legal and financial difficulties, health and nutrition concerns, and workplace and career difficulties. The program is confidential and optional and is available 24 hours a day, 7 days a week.

Café Marie Discount
Employees of New Dawn Enterprises can take advantage of a 20% discount at Café Marie, located in the Eltuek Arts Centre.

Years of Service Recognition Program
The Years of Service Recognition Program recognizes and rewards the service of New Dawn employees at milestones in their careers. All permanent full-time and part-time New Dawn employees are eligible to receive the Years of Service award.

STAR Program
New Dawn is proud to recognize and reward the excellent work and achievements of its employees. Managers at New Dawn will be given an annual budget to provide ongoing and immediate recognition to their direct reports throughout the year.

Corporate YMCA Membership Program
In an effort to create more opportunity for staff health and wellness, New Dawn offers a corporate membership in partnership with the Cape Breton YMCA. The corporate membership gives staff a 12% discount on the cost of membership. Additionally, New Dawn pays half the cost of an individual discounted membership.