Ronald McDonald House Charities^® Southwestern Ontario Career Opportunities

 POSITION SUMMARY

The Executive Assistant to the CEO and Board of Directors at RMHC Southwestern Ontario is a pivotal role, providing comprehensive and confidential executive support to the CEO, Senior Leadership Team, and Board of Directors. This position ensures the highest level of service to key stakeholders, including patient families, donors, employees, and volunteers. Primary duties encompass managing all aspects of Board and Board Committee meetings and supporting the smooth operation of organizational and strategic initiatives. To ensure fair and equitable pay at RMHC-SWO, placement on the salary range will be based on your years of experience, skills and qualifications relevant to the Executive Assistant. Hiring salary range: $55,000 to $65,000. RMHC-SWO offers a 4-day workweek schedule for the employees.

KEY RESPONSIBILITIES

Executive Support:

• Assist the CEO and Leadership Team in achieving the strategic plan and annual operating goals.
• Provide direct administrative support to the Leadership Team as required.
• Facilitate the development of effective systems with the CEO and Leadership Team to ensure smooth chapter operations.
• Support the Leadership Team’s strategic and organizational planning.
• Manage daily operations of the Leadership Team, including preparing and processing purchase orders and invoices.
• Assist with coordinating Leadership Team attendance at conferences and events.

Board Administration and Committee Functions:

• Collaborate with the Board President, CEO, and Committee Chairs to prepare board materials.
• Schedule, coordinate, and attend all Board and Board Committee meetings.
• Prepare agendas, draft minutes, and distribute them for Board and Committee meetings.
• Maintain attendance records for all Board meetings.
• Ensure meeting rooms, technology, and food/beverage services are arranged for in-person meetings.
• Regularly review Board minutes to ensure follow-up on outstanding motions and decisions.
• Compile and maintain Board listings (contact information, CVs, web portal profiles, etc.).
• Update bylaws and other Board documents as directed.
• Assist in preparing documentation for the Annual General Meeting.
• Facilitate onboarding of new volunteer Board members.
• Research and provide draft briefing notes for Board and Committee meetings
• Support the CEO with Board orientation and education.

Administrative:

• Maintain a positive and professional image when interacting with employees, clients/customers, visitors, and other external stakeholders.
• Anticipate and manage the CEO calendar, assisting in key stakeholder meetings
• Manage business correspondence, including priority post, packages, courier services, and other correspondence.
• Prepare, review, and edit various forms of correspondence, such as letters, mailing lists, invoices, presentations, and publications.
• Maintain and monitor office supply inventory and ensure proper maintenance of office equipment (e.g., postage meter, Shred-It service, office supply ordering).
• Review key documents, reports, and correspondence prepared for leadership signatures for format and content.
• Oversee shared workrooms and boardroom organization to ensure readiness for upcoming meetings.
• Manage RADAR (RMHC Global database) and provide training and support as required.
• Retrieve and prepare reports as needed.
• Assist with the development, monitoring, and maintenance of chapter policies and procedures, email templates, distribution lists, staff lists, and ensure they are regularly updated.
• Answer telephone and electronic inquiries, relay messages, and redirect calls and emails as required.
• Coordinate logistical aspects of departmental programs such as meetings, seminars, workshops, and special projects.
• Maintain a high level of confidentiality in all interactions.
• Prepare travel schedules, book travel arrangements, and make reservations for senior management, staff, and board members.

Diversity, Equity, and Inclusion:

• Embed DEI principles into all aspects of operations and programming, fostering an inclusive and equitable environment.
• Champion diversity, equity, and inclusion initiatives in all mission-focused activities of RMHC-SWO.

Support to Senior Leadership Team (15%)

• Help to manage and monitor ongoing projects.
• Provide administrative assistance to the Leadership Team.
• Support the Leadership Team’s strategic and organizational planning.
• Support the daily operation of the Leadership Team. Organizes and participates in the preparation and distribution of meeting schedules, agendas, minutes, reports, etc.
• Prepare and process purchase orders, invoices, and cheque requests as required.
• Coordinate all aspects of leadership Team attendance at conferences or other events.

Records Management and Privacy of Information (10%)

• Oversees management of the Chapters Corporate Records Management model.
• Inputting of data/records into key software systems.
• Maintain an inventory of annual insurance policies and renewals.
• Maintain administrative, board, and finance archives (paper & electronic).
• Oversee transition from hard copy to digital retention of key documents.
• Prepare records for storage; retrieve records as required, and withdrawing/deleting records according to Retention Policy.
• Handles records management functions related to policies, partnership agreements, contracts and other legal documents.
• Maintain accurate and secure files and records, including confidential records, that are easy to access, understand and reference.
• Support Human resources in maintaining confidential personnel documentation.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Communications, or related field preferred.
• Minimum of 5 years of experience in an executive assistant or similar role.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to handle sensitive information with discretion.
• Experience in non-profit organizations is an asset.

CORE COMPETENCIES

• Strong organizational and time management skills.
• Excellent interpersonal and communication abilities.
• High level of professionalism and confidentiality.
• Proactive and able to work independently with minimal supervision.

• Strong problem-solving skills and ability to adapt to changing priorities.

WORKING CONDITIONS

Hours of Work: Monday to Thursday - 8:00 am to 4:30 pm.

RMHC-SWO is a safety net for families and strives to alleviate the isolation and stress they feel when they have an ill or injured child. All staff must display care and compassion, possess emotional maturity and discretion, and respect the dignity and rights of guests, volunteers, and other staff members. Keeping confidentiality is of the utmost importance.

Travel: Occasional travel may be requested.

RMHC-SWO is a family-centred brand and deeply values its employees' lives inside and outside the RMHC programs. We offer a competitive salary, benefits, and vacation package and observe a 4-day workweek schedule. RMHC-SWO is committed to principles of anti-oppression and employment equity. We strongly encourage members of Indigenous, ethno-racial, LGBTQ+, Francophone, immigrant, refugee, differently abled, and other equity-seeking groups to apply and self-identify. If accommodation is required during the hiring process, please inform the hiring manager or committee once selected for an interview. We thank all interested applicants, but only those selected for an interview will be contacted.

To Apply:

Please email your resume and cover letter to:

Ina Sirbu, Associate Director, People and Culture at isirbu@rmhc-swo.ca by 5:00 pm, March 21, 2025, with the subject line: Application for Executive Assistant.

POSITION SUMMARY

The Financial Assistant is responsible for facilitating financial transactions, including processing accounts payable, invoices and payments, maintaining and recording financial transactions and posting to the general ledger, ensuring accuracy and confidentiality of the accounting records. The Financial Assistant is also responsible for responding to customer and vendor inquiries. To ensure fair and equitable pay at RMHC-SWO, placement on the salary range will be based on your years of experience, skills and qualifications relevant to the Financial Assistant. Hiring salary range: $40,000 to $45,000. RMHC-SWO offers a 4-day workweek schedule for the employees. It is a 6 month contract position with the potential of renewal.

KEY RESPONSIBILITIES

• Review and process all financial transactions (AP/AR, etc.), ensuring accuracy, completeness and compliance with policies and procedures.
• Support month-end, quarter-end, and year-end close processes.
• Maintain current and archived files, including filing general ledger journals, accounts Payable and accounts receivable documentation, and other miscellaneous filings.
• Respond to vendor and customer inquiries promptly and professionally.

Accounting:

• Perform basic bookkeeping functions.
• Utilize accounting software systems to facilitate processes and maintain records.
• Process and record accounts payable invoices for payment, ensure proper approval, coding and accuracy. • Tracking and payment of HST and other Government submissions.
• Code, total, batch, enter, verify, and reconcile transactions such as accounts payable and receivable cheques, invoices, cheque requisitions, Corp. credit cards transactions.
• Maintain an accurate and complete trail of supporting documentation for all activities.
• Act as the first contact line with vendors or clients regarding billing problems.
• Record all business transactions, process accruals and adjustments, reconcile accounts.  Prepare general ledger, journal entries.
• Help with yearend audit requests
• Organize and maintain filing of all appropriate documents (current and archived)
• Other duties as assigned.

QUALIFICATIONS/KNOWLEDGE REQUIRED

• Diploma in business, finance, accounting, or a related field.
• 2+ years of experience in Accounts Payable
• 2+ years of experience in bookkeeping
• knowledge of various accounting systems
• professional knowledge with Microsoft office suite.
• Demonstrated time management skills.
• Demonstrate initiative and eagerness to learn.
• Demonstrate process improvement initiatives.
• Demonstrate efficiency and time management skills.
• Excellent verbal and written communication skills.
• knowledge of provincial and federal regulations regarding finance.
• High level of integrity and transparency for handling monetary transactions.
• Demonstrated ability to accurately calculate, post, correct, and manage accounting figures and financial records.
• Ability to read, understand, and calculate financial figures such as discounts, interest rates, proportions, percentages, and taxes.
• Proven excellent organizational skills and attention to detail and be highly sensitive and supportive of the needs of RMHC-SWO guest families.
• Ability to perform simple account reconciliations.
• Ability to analyze and present numerical data in tables, spreadsheets, and forms.
• Possess a clean driving record and a reliable mode of transportation.
• Clear Vulnerable Sector Screening Police Check

Diversity, Equity, and Inclusion

• Embed DEI principles into all aspects of operations and programming, fostering an inclusive and equitable environment.
• Champion diversity, equity, and inclusion initiatives in all mission-focused activities of RMHC-SWO.

HOURS OF WORK:

• Monday to Thursday - 8:00 am to 4:30 pm

WORKING CONDITIONS

RMHC-SWO is a safety net for families and strives to help alleviate the isolation and stress families feel when they have an ill or injured child. All staff must display care and compassion, possess emotional maturity and discretion, and respect the dignity and rights of guests, volunteers, and other staff members. Keeping confidentiality is of the utmost importance.

Travel: Occasional travel may be requested.

RMHC is a family-centered brand that deeply values the lives of its employees inside and outside of RMHC programs. We offer a competitive salary, benefits, and vacation package. RMHC-SWO is committed to principles of anti-oppression and employment equity. We strongly encourage members of Indigenous, ethno-racial, LGBTQ+, Francophone, immigrant, refugee, differently abled, and other equity-seeking groups to apply and self-identify. If accommodation is required during the hiring process, please inform the hiring manager or committee once selected for an interview. We thank all interested applicants, but only those selected for an interview will be contacted.

To Apply:

Please email your resume and cover letter to:

Ina Sirbu, Associate Director, People and Culture at isirbu@rmhc-swo.ca by 5:00pm, Tuesday, March 18, 2025, with the subject line: Financial Assistant.

The Sous Chef is accountable to the Manager, Nutrition and Wellness, and is responsible for the day-to-day operation of the Ronald McDonald House Charities Southwestern Ontario (RMHC-SWO) kitchen sites. Primary responsibility includes daily culinary preparation of meals providing nourishment to families, running an efficient and safe kitchen, and engagement and supervision of kitchen volunteers or groups. This role is focused on “Keeping Families Close” through excellence in program delivery, upholding the highest of safety standards, and continuous quality improvement. To ensure fair and equitable pay at RMHC-SWO, placement in the salary range will be based on your years of experience, skills, and qualifications relevant to the Sous Chef. Hiring salary range: $35,000 to $40,000. RMHC-SWO offers a 4-day work week schedule for the employees.

KEY RESPONSIBILITIES

Management and Operational Excellence:

• Ensure the daily delivery of breakfast, lunch, and dinner to guest families at the House and the complete daily stocking of the Family Room (London site only) through solo culinary preparation and/or leadership of multiple volunteer groups each day.
• Windsor site - maintain a weekly calendar of kitchen activities in collaboration with the Volunteer Coordinator and Family Services Team to facilitate communication and enhance the guest experience.
• Supervise volunteers in kitchen operations, upholding high standards of expectations and providing regular mentorship in the interest of continuous quality improvement to benefit guest families.
• In collaboration with supervisor, provide feedback in menu design and execute healthy, balanced, and inclusive meal options for various dietary needs.
• Support the procurement of food and kitchen supplies through weekly order placement, including receiving, stocking, organizing, and labeling deliveries, ensuring expiration guidelines are met.
• Maintains food inventory, monitors pantries, fridges, and freezers, and advises volunteers and groups of excess ingredients, available or off-limits items.
• Ensure daily kitchen operations meet or exceed food safety standards, including grocery quality inspection, monitoring of temperatures, infection control, cleanliness, sanitization, and health and safety guidelines and policies.
• Coordination of essential kitchen functions, including deep cleaning, monitoring functionality and safety of kitchen equipment, and ordering repairs or replacements as required and approved.
• Ensure complete nightly cleaning of kitchen equipment, shelving, refrigerators and service areas.
• Participate in continuing education opportunities pertinent to developing and implementing new programming initiatives.
• Complete administrative tasks as required.

Volunteer Engagement:

• Host program and kitchen volunteers, providing a meaningful, fun and rewarding volunteer experience from start to finish and beyond.
• Engage program and kitchen volunteers to plan and deliver family-focused meals within their delegated and/or appropriate skillsets.
• Ensure all kitchen volunteers follow instructions closely with or without supervision including adherence to health and safety guidelines, safe food handling practices and professional interactions with guest families.
• Train and supervise volunteers assisting with prep work, cooking, baking, cleaning, serving, and packaging meals.

Diversity, Equity, and Inclusion:

• Embed DEI principles into all aspects of operations and programming, fostering an inclusive and equitable environment.

• Champion diversity, equity, and inclusion initiatives in all mission-focused activities of RMHC-SWO.

QUALIFICATIONS/KNOWLEDGE REQUIRED

• Completion of a post-secondary culinary program or equivalent experience.
• 1+ years’ experience leading staff and/or volunteers in a commercial kitchen setting is preferred.
• Experience with menu planning, procurement, food ordering, and inventory management.
• Excellent organization, attention to detail, and time management skills.
• Excellent verbal and written communication skills.
• Current Safe Food Handling Certification.
• Clear Vulnerable Sector Screening Police Check.
• Current First Aid Certificate.
• Clear two-step TB test.
• Ability to improvise quickly, adapt to last minute menu changes and apply culinary skillset with ease.
• Ability to lift weights of 10 to 50 lbs. (e.g., inventory deliveries and donation-in-kind).
• Ability to manage stairs to move throughout the House quickly when needed.
• Ability to read and interpret documents such as safety rules, operating instructions and policy manuals.

Hours of Work:

• Regular schedule: Sunday to Wednesday OR Wednesday to Saturday, 12:00 to 8:30pm.
• Required to work evenings and weekends.

WORKING CONDITIONS:

RMHC-SWO is a safety net for families and strives to help alleviate the isolation and stress families feel when they have an ill or injured child. All staff must display care and compassion, possess emotional maturity and discretion, and respect the dignity and rights of guests, volunteers, and other staff members. Keeping confidentiality is of the utmost importance.

Travel: The ability to travel regionally may be required.

RMHC is a family centered brand and deeply values the lives of its employees inside and outside of RMHC programs. We offer a competitive salary, benefits, and vacation package. RMHC-SWO is committed to principles of anti-oppression and employment equity. We strongly encourage members of Indigenous, ethno-racial, LGBTQ+, Francophone, immigrant, refugee, differently abled, and other equity-seeking groups to apply and self-identify. If accommodation is required during the hiring process, please inform the hiring manager or committee once selected for an interview. We thank all interested applicants, but only those selected for an interview will be contacted.

To Apply:

Please email your resume and cover letter to:

Ina Sirbu, Associate Director, People and Culture at isirbu@rmhc-swo.ca by 5:00 pm, Friday, February 14, 2025, with the subject line: Application for Sous Chef.

POSITION SUMMARY

Reporting to the Associate Director of People and Culture, the Coordinator, People and Culture is responsible for a wide range of HR tasks, including recruitment, onboarding, benefits and payroll processing, and maintaining the human resources database and files. The Coordinator, People and Culture manages the accurate entry and maintenance of employee records and responds to internal staff enquiries about processing employment-related transactions and payroll. The Coordinator, People and Culture plays an important role in building and supporting our growing team by handling various HR responsibilities. To ensure fair and equitable pay at RMHC-SWO, placement on the salary range will be based on your years of experience, skills and qualifications relevant to the Coordinator, People and Culture. Hiring salary range: $45,000 to $50,000. RMHC-SWO offers a 4-day workweek schedule for the employees.    This is a full-time, 1-year contract position with the potential for renewal.

KEY RESPONSIBILITIES

• Recruitment experience: Assists with the recruitment process all by established recruitment practices and relevant legislation
• Onboarding involvement: Ensure new employees are equipped with the necessary resources, training, and support to integrate into their roles effectively.
• Performance Management Process: Assist with administering the annual performance evaluation process.
• Human Resources overall support: Respond to employees' inquiries, including payroll and benefits, and various assignments to support the department portfolio and participate in the planning, logistics, and execution of HR initiatives.
• Bi-weekly payroll: Perform fully-cycle bi-weekly payroll processing for all salaried and hourly employees, ensuring all related reconciliations and remittances are accurate and completed and reports submitted on time. Provide payroll-related assistance to managers and employees.
• Comprehensive employee records: Track all employee information—including personal details, compensation, and employment history to be up-to-date and accurate.
• Monitor HR and Payroll data: Track employee attendance, vacation, and leave balances to ensure compliance with company policies and report accurate data to the accounting team.
• HR data integrity: Verify and coordinate the processing of all employment-related transactions, such as new hires, status changes, benefits enrollment and payroll processing. Complete biweekly HR data integrity checks to ensure the tasks have been completed accurately.
• Administer employee benefits programs: Manage health insurance, retirement plans, and other employee benefits.

JOB SPECIFIC COMPETENCIES AND QUALIFICATIONS

• College diploma in human resources or another related field.
• Payroll Compliance Practitioner (PCP) designation is an asset.
• 1 to 2 years of relevant or progressive experience in the Payroll and/or Human Resources field.
• Experience in full-cycle payroll processing.
• Ability to work with highly confidential, sensitive information professionally.
• Excellent analytical skills, attention to detail and accuracy.
•  Knowledge of accounting principles to understand payroll complexities and for accurate maintenance of payroll records and procedures.

To Apply:

Please email your resume and cover letter to:

Ina Sirbu, Associate Director, People and Culture at isirbu@rmhc-swo.ca by 5:00 pm, Friday, April 4, 2025, with the subject line: HR Coordinator People and Culture.