OPERATIONS ASSISTANT JOB SUMMARY

The Operations Assistant reports directly to the Chief Executive Officer of OnTrace Agri-food Traceability and provides administrative management, communications support and project coordination for the organization.

JOB RESPONSIBILITIES

The Operations Assistant’s job responsibilities include, but are not limited to the following areas:

- Provide administrative support including meeting and travel arrangements, following up on correspondence and 3rd party out-sourced projects. This involves frequent and varied external and board level contacts.

- Manage the facilities and administrative operations of the offices for the corporation in Guelph, Ontario.

- Provide documentation, meeting materials and facilities management for all Board of Directors and Annual General Meetings

- Ensure timely response to telephone and e-mail inquiries and redirect as appropriate.

- Draft written correspondence and communication materials for review and approval. This may involve gathering and compiling information. 

- Handle routine business correspondence on own initiative. 

- Establish and maintain appropriate electronic and physical filing systems to enable efficient access to company documents. 

- Approve expenditure of corporate funds up to prescribed limits for routine office expenses and costs. (e.g. mail, courier, office supplies, minor services.)

- Co-ordinate assigned projects and provide timely and pertinent project reports/information needed to ensure effective completion. 

- Prepare all accounting documents for signature on a bi-weekly or monthly basis as required. 

- Ensure that all Board of Director expenses are reimbursed in a timely manner. 

- Research and recommend new and/or revised administrative management procedures, and implement approved procedures. 

- Maintain all procedural documentation.

- Prepare ad hoc research and informational materials from on-line and other sources as required. 

- Develop and/or oversee development and maintenance of the corporate website and administrative databases.

- Oversee arrangements for and use of office space and facilities, and ensure adequate office equipment, materials and supplies.

ABOUT ONTRACE

OnTrace is the industry-led not-for-profit corporation created to lead food traceability programs and initiatives in the province of Ontario. OnTrace’s goals are: to deliver traceability solutions that will enable the agriculture and agri-food industry in Ontario to become more innovative and competitive and; to strengthen the capacity of industry and government to respond to emergencies related to agriculture and agri-food welfare and public safety.

TO APPLY Please submit your resume and cover letter in confidence by July 3rd, 2009.

MAIL: OnTrace Agri-food Traceability, ATTN: Sara Avoledo, 660 Speedvale Ave. W., Suite 300, Guelph, ON, N1K 1E5 FAX: 519-766-1313 EMAIL: by clicking on "APPLY TO THIS POSITION"

Please note only those candidates under consideration will be contacted.