Executive Office Operations Lead

Job Synopsis

The Executive Office Operations Lead provides in-house operational leadership for the Executive Office and Administrative Services for Mennonite Central Committee (MCC) Canada. The role provides high-level executive and governance support to the Executive Director and MCC Canada Board, while overseeing office operations, facilities, workplace safety and health, procurement, emergency preparedness, and privacy coordination. Working with a high degree of independence, the Executive Operations Lead supports organizational effectiveness through strong administration, governance, and continuous improvement.

Job Details

Salaried Employee -Full Time at 1 FTE

Qualifications

All MCC workers are expected to exhibit a commitment to: a personal Christian faith and discipleship; active participation in a Christian church or Christian community; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.

Essential

• 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.

Key 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 assigned

Start Date

14 Sep, 2026

Salary Details

Base salary: $76,294

Benefits

MCC Canada (MCCC) has a Group Benefit plan which is paid by MCCC, it includes Supplemental Medical/Dental/Vision, Employee Life Insurance, AD&D, global medical assistance, RRSP contribution match, Employee Accidental Death, Dismemberment and Specific Loss, and Dependent Life Insurance. Long Term Disability is employee paid. Co-operators Insurance is available at employee discretion and employee paid. These benefits are effective on your first day of employment with MCC Canada.

Additional Information

MCC Canada affirms:

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

Location Description

This position is located in Winnipeg on a hybrid bases with in office three days a week.