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Job Title: Virtual Administrative Assistant (Home Based) – freelance, contract position


Start Date:  October 1st, 2019


We are currently seeking a Virtual Administrative Assistant to join our growing and hardworking association. This role will report directly to the Board of Directors.  Working knowledge of Membership software (Wild Apricot) would be positive, but the willingness to learn the program would be acceptable.  Posting closes September 20th 2019 - Please send cover letter and resume in PDF format and use the job title in the subject line of your email. Only applicants being considered will be contacted; thank you for your understanding.   Email: president@lymphontario.ca


Association: Lymphedema Association of Ontario (herein referred to as the LAO)


Location: Ontario


Monthly time commitment: 10 hours/week.  Additional hours may be required during Annual General Meeting and fundraising events.  Any additional hours will be agreed to prior to work commencing.

This is a freelance, contract position and as such the Virtual Assistant is not an employee of the LAO and does not have any rights to any LAO employee benefits, entitlement or advantage.  The successful candidate will provide their own computer and phone and internet at no additional expense to the LAO.  The LAO will provide any software and licenses to technology and programs currently being utilized by the LAO.  This may include access and licensing to Wild Apricot, Zoom, financial software packages and any other software as required.


Terms of Contract:  This is an ongoing, month-to-month contract beginning October 1st, 2019.  Either party can terminate with 30 days written notice. We will meet or conference call on a monthly basis to review hours worked and discuss what’s working, what could be improved, etc.


Requirements: Knowledge of Microsoft Word and Excel is a must. Knowledge of Wild Apricot, Google Docs, Google Sheets, Google Forms, Adobe Suite (inDesign, illustrator and photoshop), Microsoft Powerpoint, HTML and/or CCS is a plus.



Services may include, but are not limited to:


 
General Administration & Member Management

  • Database management will include but is not limited to using Wild Apricot for LAO membership, Therapist profiles and CDT interactive map.
  • Presentation decks – proofing and formatting using provided graphic layouts and content provided by the Board of Directors.  Graphic Design not required.
  • Manage incoming mail and prepare mail for disbursement to Board Members and community partners
  • Secretarial duties – preparation of Board Meeting minutes (from in person attendance or from recorded audio files)
  • Ongoing CDT review in Ontario (special project, twice a year)Update Therapist list for Communications committee (re: Pathways mailing)
  • Preparation of Membership list for Pathways mailing
  • Mail out requests for pamphlets/information
    • Welcome letter, magazine, pamphlet and information booklet mailing
    • Corporate members—logo on website, directories, filing CDT certificates, advertising files for Pathways newsletter
  • Keeping a record of membership changes for the quarterly printing listing
  • Preparing training manual/documentation of tasks


Financials
– working in conjunction with the LAO Bookkeeper, Accountant and Treasurer:

  • Invoicing
  • Manage aging receivables
  • Process payments
  • Account reconciliation
  • Expense reports
  • Bank deposits
  • Process donations (mail, walk and in memory of) in addition to Canada Helps donations, United Way, etc.) and create donation receipts


Special Event/Project Coordination:

  • Assist with Annual General Meeting
  • Assist the Events & Communication team with fundraising events, including, but not limited to:
    • Program and event registrations compile RSVP and follow-up lists
    • Annual General Meeting – attend, assist, take meeting notes
    • Venue sourcing and booking – for annual general meetings, board meetings, etc.
    • Mass mailings/emails including but not limited to the holiday donation campaign, Lymphedema Awareness events, fundraising events, etc.
    • Annual General Meeting – attend, assist, take meeting notes
    • Venue sourcing and booking – for annual general meetings, board meetings, etc.
    • Mass mailings/emails including but not limited to the holiday donation campaign, Lymphedema Awareness events, fundraising events, etc.
    • Print requests – working with the Board of Directors to have marketing and collateral material printed and distributed to committees, therapists, individuals
    • Promotional material sourcing
    • Onsite support coordination


Communications:

Manage all incoming telephone and email member requests (the “infoline”) forwarding on to the appropriate Board Member as needed. Answering calls/emails and forwarding on to appropriate Board Members.

  • Website updates and social media posting, as requested by the Board of Directors and committee members.
    • Including group support meeting posts, as requested
  • Proactive online research, as required, for information relevant to our membership – to post on social and website.
  • Special research projects, as directed by the Board – may include: clinic research, awareness opportunities, compassion fund promotion, etc.
  • Preparation of e-newsletter 


Hours & Invoicing: 

  • Virtual Administrative Assistant will be compensated $20-25/hour (+HST if applicable) depending on experience
  • Invoices will be submitted at the end of each month to the Treasurer.
  • Anticipated number of hours to be worked per month 40 dedicated hours. 
    • Once the 40 hours mark has been reached, the Virtual Administrative Assistant will advise via email to the Treasurer and an additional 10 hours may be approved, in writing, depending upon the nature of the work that is outstanding.
  • Invoices will indicate the number of hours worked and the key details of the activities and services provided.


Please note, all information, verbal or written, which is received, created or seen is to be kept confidential.  The Board of Directors will require a signed statement of Confidentiality









Lymphedema Association of Ontario
Mailing Address: 262-2869 Bloor St. W., Toronto, ON M8X 1B3 Canada
1-877-723-0033 | 416-410-2250 | info@lymphontario.ca

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