Executive Manager

JOB DESCRIPTION

POSITION: Executive Manager – Ottawa Branch

DATE: June 2025

JOB SUMMARY

Reporting to the Branch President and Board of Directors, the Executive Manager is responsible for the

overall operational management of the Ottawa Branch of the National Association of the Federal Retirees

(Federal Retirees). The Executive Manager works closely with board directors and committees to assess and

address issues affecting the Branch. Additionally, the Executive Manager is responsible for the Branch Office

management, budget management, records management and conducting functions relating to research,

analysis, and communication, as requested by the President. The Executive Manager provides ongoing

advice and support to the Branch President, the Board of Directors and the Executive Committee and sub-

committees in various undertakings.

KEY ACTIVITIES

Support Services

— Provide advice and support to the Branch President, the Board of Directors, and the Executive

Committee:

o Act as a professional advisor to the Board of Directors on all aspects of Branch activities

within the context of the not-for-profit sector.

o Proactively identify, assess, and inform the Board of Directors of internal and external

issues that affect the Branch and/or the Association.

o Oversee the efficient and effective day-to-day operation of the Branch, providing

executive direction for program strategies and efficiencies, compliance, and quality

assurance.

o Prepare operational plans for the Branch for approval by the President and Board as

requested by the Branch President.

o Ensure that the Association and Branch policies and procedures are in place and

implemented.

o Coordinate input for the Branch to various initiatives, policies, procedures proposed by

the National Office as requested by the Branch President.

o Design, implement and evaluate Branch recruitment initiatives (e.g. sponsorship of local

businesses) and track, analyze and report on impact on membership, in coordination

and consultation with relevant Board members.

o Design, implement and evaluate Branch advocacy initiatives to address Branch priorities

as requested by the Branch President, in coordination and consultation with relevant

Board members.

o Work with the Secretary to plan and prepare agendas, compile records of decisions and

follow up on actions for the Board of Directors, Executive Committee and ad hoc

committee meetings, as required. Support and/or conduct research, analysis as

requested by the Branch President.

o Maintain records and relevant correspondence.

Finances

— Assist the Board Treasurer in managing the Branch budget:

o Work with the Board Treasurer to prepare a comprehensive annual budget.

o Research, apply for and report on grants and financial assistance to secure adequate

funding for the operations of the Branch as requested by the Branch President.

o Oversee and monitor financial transactions and investments, including analyzing

financial and budgetary data for accuracy.

o Approve expenditures within the authority delegated by the Board.

o Ensure that sound bookkeeping and accounting procedures are followed.

o Prepare end-of-month and quarterly financial statements as directed by the Board.

o Prepare budgetary reports for review by Treasurer and approval by the Board of

Directors.

Activities Management

— Assist the Board in planning, organizing and managing Branch member events (such the Annual

General Meeting) and volunteer events (for recognition purposes) as requested by the Branch

President:

o Develop the concepts for these events for Board approval.

o Prepare the agenda, relevant correspondence (including annual report), and

presentation materials for approval by President and Board.

o Oversee the invitation of VIP guests, publicity, electronic registration and overall logistics

for events and assign roles and manage participating volunteers.

o Prepare records of decisions for Board approval.

Member Services

— Provide service to members of the Ottawa Branch, in support of relevant Board members:

o Communicate with members to keep them informed of the work of the Branch and

encourage them to participate

o Identify issues and changes that may affect members and provide relevant information

and resources.

o Design, implement and evaluate Branch retention strategy, including educational

programming and for members (e.g. 40 webinars for approx. 2,500 per year) and other

events.

o Manage the Branch volunteer recognition program and the volunteer workforce.

o Manage the local Preferred Partners discount program and relationships with suppliers.

o Manage the provision of accurate, timely responses to member inquiries.

Property Management

— Manage property affairs and maintenance:

o Represent the Ottawa Branch at the building meetings and exercise a vote when required

as requested by the Branch President.

o Arrange for building repairs and maintenance as required

o Liaison with tenants, building management and condo association, as required.

Communications

— Coordinate communication activities for the Branch:

o Design, implement and evaluate the Branch communications plan for all channels,

including website and social media.

o Design, implement and evaluate campaigns to raise awareness about the Association

locally (e.g. cable TV advertising).

o Manage the writing, editing and translations for the Branch bi-weekly electronic

newsletter and reports and Branch inputs to other publications and marketing activities.

o Manage the Branch website by liaising with the web service provider for technical

problems and ensuring the web content is updated, as required, and direct the

development of enhancements to improve member service.

Staff and Volunteer Management

— Supervise the work of the office staff:

o Identify and address staffing requirements for efficient operations.

o Maintain a respectful, collaborative culture that promotes diversity and is grounded in a

strong work ethic to attract and retain people.

o Assign work, set objectives, and set priorities and arrange for training as required.

o Manage the performance of the office staff and provide feedback on a continuous basis.

o Oversee the hiring and work distribution for volunteers.

SKILLS

Knowledge

— Five or more years of experience in senior management, preferably with non-profit organizations.

— Significant experience in financial and human resources management.

— Knowledge of leadership and management principles for non-profit organizations.

— Proven success working with a board of directors.

— Entrepreneurial mindset, with innovative approach to business planning.

— Superior computer skills.

— Fluent orally and in writing in English and French.

— A professional designation in HR (CHRP, CHRL, or CHRE), accounting (CGA/CPA), not for profit

management (ex ICD-DEP) or other relevant field would be an asset.

Interpersonal Skills

— Dynamic and charismatic team player who enjoys working with Directors, staff, volunteers, and

members.

— Ability to deal with confidential data in a discreet and professional manner.

— Ability to work cooperatively with others to achieve team or organizational tasks and/or goals.

— Ability to interact/communicate effectively, tactfully, and diplomatically with internal and external

customers.

— Exceptional verbal, written, and visual communication skills.

PHYSICAL EFFORT AND CONCENTRATION

Physical Effort

— Required to work at a desk for extended periods, conduct work over the telephone several times

throughout the day, and occasionally pack and store boxes of files.

Concentration

— Visual concentration may include extensive use of a computer screen to conduct work activities and

Zoom meetings.

— Auditory concentration may include listening to clients on the phone, as well as co-workers and

supervisors in the office who provide direction or guidance.

— May be required to work within tight timelines during certain periods.

Complexity

— Ability to independently organize and complete multiple work activities to meet established

deadlines and priorities.

— Ability to anticipate and organize upcoming priorities.

— May refer to the Branch President and committee members for advice as required in completing the

requirements of the position.

Work Schedule

— Subject to the approval of the President, work in a hybrid environment (home/office) based on

operational requirements.

— Four-day work week, seven hours per day (28 hours per week).

RESPONSIBILITY

Accountability and Decision-Making

— Responsible for providing timely and accurate support to the Branch President and Board including

meeting logistics, meeting materials, etc.

— Exercise joint signing authority for payments by cheque for the Branch transactions

— Responsible for the timely and accurate preparation of confidential reports, corporate

correspondence, and presentations for meetings and/or speaking engagements.

Impact

— The incumbent will have regular interactions with senior stakeholders. Mistakes may impact the

reputation of the Association, or cause wasted time of self, staff or Board Members. The incumbent

will also professionally represent the Branch within the local non-profit community and in

interactions with members and suppliers.

Development and Leadership of Others

— Responsible for the development and supervision of the Program Coordinator, consultants,

students, and volunteers.

WORKING CONDITIONS

Environmental Working Conditions

— Works within a typical office environment with limited exposure to undesirable working conditions.

Contact: dbolger@federalretirees.ca