Executive Office Operations Lead

• Post-secondary education in business administration, communications, or a related field, or an equivalent combination of education and experience
• Minimum five (5) years of progressively responsible experience in executive support, governance administration, or senior administration coordination
• Demonstrated experience supporting senior leaders, boards, committees, or other governance bodies
• Demonstrated ability to manage complex schedules, workflows, and competing priorities in a fast-paced environment
• Demonstrated experience with preparing agendas, recording accurate minutes, and tracking decisions and follow-up actions
• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint
• Demonstrated aptitude for administrative systems and workplace technologies
• Strong organizational skills with a high degree of accuracy and attention to detail
• Strong planning, prioritization, and time management skills
• Excellent written and verbal communication skills in English, including the ability to draft, edit, and format professional materials
• Demonstrated integrity, professionalism, sound judgement, and discretion
• Ability to maintain confidentiality and manage sensitive information appropriately
• Strong interpersonal, relationship building, and listening skills
• Must be able to travel internationally, including to the United States, as required for the role
• Police record check

Preferred:

• Experience supporting senior leaders and boards within a nonprofit, charitable or faith-based organization
• Experience working with governance software and document management systems
• Experience coordinating organizational projects, events, or cross-functional initiatives
• Proficiency in French
• Experience in a voluntary position and/or exposure to international development, relief or mission related work.

Major Responsibilities:

Executive Director & Executive Office Support (35%)
Board & Governance Administration (30%)
Administrative Services Leadership (35%)

• Ensure that the Gospel of Jesus Christ is exemplified in the performance of all job responsibilities and through personal example.
• Participate in regular staff meetings, spending time in devotions and prayer with all in attendance in local MCC setting
• Model nonviolent peacemaking through daily interactions with staff and the public
• Participate in a local church and gatherings, being willing to use gifts within the local faith community

Duties
Executive Director & Executive Office Support (35%)
Provide direct daily executive administrative and coordination support to the Executive Director.

• Serve as a key operational partner to the Executive Director, proactively coordinating information flow, deadlines, and decision support across the Executive Office
• Provide direct daily executive administrative and coordination support to the Executive Director
• Manage day-to-day operations of the Executive Office, including scheduling, agenda preparation, and meeting coordination
• Manage incoming communications (email, phone, correspondence), prioritize issues, and respond as appropriate
• Draft correspondence, briefing notes, and materials for Executive Director review
• Coordinate the Executive Director’s calendar, travel, and meeting logistics
• Coordinate Senior Leadership Team (SLT), Canadian Executive Directors (CED), Executive Directors Network (EDN), and Canadian Council of Anabaptist Leaders (CCAL) meetings, including scheduling, agendas and minutes
• Track action items and ensure timely follow-up on priorities and commitments
• Alert the Executive Director to urgent or sensitive matters requiring attention
• Provide support, counsel, and feedback to the Executive Director as requested
• Represent and act on behalf of the Executive Office in the Executive Director’s absence, as appropriate
• Support special projects, committees, and organizational initiatives of MCC Canada
• Handle confidential information with discretion and maintain comprehensive and accurate records in accordance with MCC policies and procedures

2. Board & Governance Administration (30%)
Provide administrative leadership and coordination to support the MCC Canada Board and its committees responsible for governing the work of MCC Canada

• Plan and coordinate all board and board-related meetings (virtual and in-person), including:
  • Scheduling, logistics, and travel coordination
  • Agenda development in collaboration with leadership
  • Preparation and distribution of board packages
• Administrator and primary user of Board software program: OnBoard
• Attend meetings and record accurate minutes, ensuring clear documentation of decisions and action items
• Maintain and update official governance records, policies, and documentation
• Track and ensure follow-up on board decisions and assigned actions
• Support governance best practices and continuous improvement of board processes
• Coordinate multiple governance bodies (e.g., committees, leadership meetings) as delegated by the Executive Director and work closely with the U.S. peer to ensure coordination of actions with MCC U.S.
• Lead annual governance cycle planning (meeting calendar, workplans, templates, and records standards) and coach contributors on board-ready materials

Administrative Services Leadership (35%)

• Direct administrative services for MCC Canada (Winnipeg office), including reception, mailroom, office equipment and supplies, furniture, vehicles administration (if applicable), physical security, and facilities maintenance
• Lead vendor and service-provider management for administrative services (quotes/selection recommendations, service standards, issue resolution, and contract renewals) within delegated authority
• Oversee administrative procurement processes and controls (documentation standards, delegated approvals, and compliance with procurement policy) and coordinate with finance/procurement roles as required
• Develop, document, and implement administrative policies, procedures, and standards (office operations, facilities/security, safety practices, records practices, and related administrative controls)
• Lead facilities and workplace operations planning (space utilization, office moves/renovations, capital requests within scope, and preventive maintenance planning)
• Ensure emergency readiness by maintaining and testing the fire safety and emergency plan for the office; coordinate drills, training, and continuous improvement
• Serve as employer chair (or delegated lead) of MCC’s Workplace Safety and Health Committee for Winnipeg; ensure meeting cadence, documentation, investigations/follow-up within scope, and training requirements are met
• Serve as the primary coordinator of MCC Canada’s privacy program and support the designated Privacy Officer by coordinating privacy compliance activities (training supports, templates, incident/breach coordination, records, and escalation to legal counsel/leadership as required)
• Oversee corporate administrative tools and access controls (e.g., keys/badges, visitor protocols, board portal administration) and ensure appropriate controls and documentation
• Develop and manage the administrative services operating budget within delegated scope, including forecasting, variance explanations, and recommendations for efficiencies
• Supervise the Executive Assistant and Office Administrator/Receptionist; provide functional leadership for shared administrative services and ensure service standards across the Executive Office

Other duties as assignedContact/Relationships:

This position requires a high standard of professionalism, service and frequent communication establishing, sustaining and fostering relationships with others including staff, management, Board, and constituency. They will interact with legal counsel and various service providers. Excellent verbal and written communication skills are required daily to share information with staff domestically and internationally as well as with constituency. Must have a good understanding of MCC’s constituent bodies, being sympathetic to the diversity in theological understandings represented within MCC’s constituencies. Must be able to greet and meet people in a pleasant and professional manner. Must demonstrate mature judgment in interactions with staff and board members. Must be able to represent the Executive Director as directed.Supervision:

This role supervises the Executive Assistant and the Office Administrator/Receptionist

Complexity/Competencies:

This position requires resourcefulness, adaptability, and problem-solving ability. The Executive Office Operations Lead balances defined administrative responsibilities with complex, evolving demands in a dynamic executive and governance environment. The position involves extensive interaction across departments, leadership, and governance structures, requiring sensitivity to organizational culture and theological diversity. Sensitive handling of confidential information is required. The job requires analytical thinking, planning and organization executing duties with detail and with the ability to work under pressure. The job requires the ability to build trust and collaborate across departments and constituencies. The job requires the ability to manage multiple deadlines and to complete tasks as promptly as possible.Independent Action:

• Self-directed and able to work independently
• Anticipates needs and prepares proactively
• Ability to manage multiple projects simultaneously with minimal supervision
• Ability to complete tasks for smooth workflow with others.
• Considerable discretion and judgment are needed to respond to questions or direct others effectively during the Executive Director’s absence and support any designated acting Executive Director

Initiative and Ingenuity:

• Demonstrates initiative, persistence, and problem-solving ability
• Flexible and responsive in a dynamic environment, including occasional non-routine hours

Communication/Interpersonal Skills:

• Effective communication across diverse audiences, including staff, board, and public
• Culturally sensitive and respectful in diverse theological and organizational contexts

Mental/Physical/Visual Demand:

• Willingness to work occasionally extended hours, particularly around board meetings and key events

End Result:

The Executive Office Operations Lead contributes to the effective functioning of the Executive Director, MCC Canada Board, MCC Leadership, and Executive Office by providing high quality executive, governance, and administrative leadership support. By ensuring effective systems, processes, and professionalism, this role contributes to the efficient operation of MCC Canada and the achievement of its mission.

• That AI is not used to screen, assess, or select applicants for any position.
• All job postings are for an existing vacancy.

This position is available in Winnipeg on a hybrid structure with minimum three (3) days in the office.