Senior Manager, Corporate Administration/Gestionnaire principal, administration corporative

Reporting to the Director, Finance, Human Resources and Administration, the Senior Manager, Corporate Administration provides leadership in the implementation of corporate priorities and administrative processes. The position manages the budget and reporting cycle, Board and Committee activities, the Canadian Safe Sport Program Legal Advice Service, contract management, facilities management, financial administration, governance policy development, and assigned corporate initiatives. The incumbent also provides supervision and direction to the Administrator. The role supports the Director by providing analysis, coordination, and follow-through support to advance strategic priorities and enable informed decision making.

DUTIES AND RESPONSIBILITIES

• Corporate Planning and Executive
  • Support the Director in the planning, coordination, implementation, and monitoring of corporate priorities and initiatives.
  • Conduct research, analysis, and prepare briefing materials, reports, and recommendations to support decision-making.
  • Monitor action items and ensure timely follow up on assignments, projects, and commitments.
  • Coordinate the implementation of approved corporate initiatives and continuous improvement activities.
  • Coordinate and maintain corporate filings, registrations, and related compliance requirements.
  • Support the Director with the coordination of insurance renewals, including information gathering, documentation, and liaison with brokers and insurers.
  • Support the Director in the annual budgeting process and the preparation of budget related documentation.
  • Monitor key budget expenditures and assist in the preparation of financial analyses and forecasts.
  • Review and approve invoices for assigned program areas and ensure compliance with established financial policies and procedures.
• Governance and Board Administration
  • Manage administrative and logistical requirements for Board of Directors and Committee meetings.
  • Regularly review the Board Mandate, identify key deliverables under the mandate, and establish regular and consistent reporting requirements with the Board and Committees.
  • Lead Board self-assessments and Board performance reviews.
  • Lead onboarding of new Board members and coordinate exit interviews for Board members that term out.
  • Prepare and distribute meeting materials, agendas, and supporting documentation.
  • Maintain records of Board and Committee decisions and ensure appropriate follow up on action items.
• Legal Advice Service Program Administration
  • Administer the Canadian Safe Sport Program’s Legal Advice Service program in accordance with established policies and procedures.
  • Determine and document applicant eligibility in accordance with program criteria.
  • Maintain and update the roster of legal counsel participating in the program.
  • Review, track, and approve invoices and payments to legal counsel in accordance with established procedures.
  • Coordinate onboarding, training, and ongoing communications with participating legal counsel.
  • Monitor program activities and maintain accurate records to support reporting and compliance requirements.
  • Identify and recommend improvements to program administration, processes, and documentation.
• Contract Management
  • Support the contract management process including developing template agreements, reviewing agreements, and consulting legal counsel.
  • Support the identification and management of privacy and risk considerations within the contract management process.
• Policy Development and Corporate Administration
  • Manage the development, review, and updating of corporate policies, procedures, and administrative practices.
  • Research best practices and prepare recommendations for the Director's consideration.
  • Prepare and coordinate operational, management, and corporate reports.
  • Evaluate administrative and operational processes, identify opportunities for improvement, and recommend enhancements to systems, procedures, and internal controls.
  • Track performance measures and support organizational planning and reporting requirements.
• Facilities Management
  • Champion the Ottawa office by ensuring office security and protocols are managed, appropriate design, look and feel, etc.
  • Oversee relationships with building management and service providers, and coordinate workplace improvement initiatives, major maintenance projects, and office planning activities.
  • Develop and maintain policies, procedures, and guidelines governing the storage, tracking, and management of organizational archives, promotional materials, and program equipment located in the organization's storage facilities.
  • Oversee inventory and storage management practices by establishing procedures, monitoring compliance, reviewing inventory reporting, and identifying opportunities to improve inventory control and storage efficiency.
• General Responsibilities
  • Other duties as assigned by the Director.

Qualifications and Competencies

• University degree in the field of management, business administration, finance, or a related field.
• Minimum of five years progressive leadership experience in operations and resource management.
• Strong understanding of budgeting, forecasting, cost control, and financial reporting.
• Exceptional attention to detail and commitment to quality.
• Proven experience in designing and optimizing operational systems, processes, and workflows.
• Experience identifying operational efficiency and cost-saving opportunities.
• Proven ability to achieve project goals while leading a team through multiple deliverables.
• Demonstrated experience leading and supporting change management and project management initiatives.
• Track record of contributing effectively to a team-oriented environment.
• Demonstrated experience in personnel oversight, including employee development and performance management.
• Able to work in a collaborative, supportive fashion.
• Professional conduct, sound judgment, and leadership skills.
• Strong interpersonal skills including tact, diplomacy, and the ability to work effectively with other senior colleagues, peers and direct reports.
• Proficient in MS Word, Excel, PowerPoint, and Outlook.
• Excellent English verbal and written communication skills.
• Functional in French language (verbal and written) is considered an asset.
• Previous experience with or knowledge of the not-for-profit sector is preferred.
• Knowledge of the sport system is considered an asset.
• Graduate degree in a relevant field and/or an accounting designation is considered an asset.