Executive Assistant - Edmonton, Canada - Covenant Care

Covenant Care

Verified Company

Edmonton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About the Organization:

Is contributing to a mission driven organization important to you? Do you prefer to be a part of an organization that takes its mission as the basis for all decision making? The mission of Covenant Care and Covenant Living is to "continue the healing ministry of Jesus by serving with compassion, upholding the sacredness of life in all stages, and caring for the whole person - body, mind and soul.

"
In fulfillment of this mission, Covenant Care and Covenant Living actively participate in advancing the Covenant Strategic Plan that aspires to:

Serve
we will strengthen our mission and live our values to meet the needs of those we serve through excellence in care, an engaged team, and wise use of our resources;

Transform and Grow

We will transform the health system and grow through integration, innovation, and shared learnings to respond to the strengths and needs of our communities, especially those most vulnerable;
And Contribute we will leverage our legacy to maximize the strategic contribution of Catholic health care.

Covenant Care is an organization that takes its mission to the heart of everything it does.
We believe that this is what makes our organization stand out in our approach.

Our Employees are the key to how our residents feel about their homeyou have the ability to be a part of influencing the lives of all those that reside in our environments and create a caring and compassionate environment.

***: Reporting to the President and Directors, the Executive Assistant provides administrative and secretarial assistance and, when required, to the President and Directors. The Executive Assistant provides primary contact and positive impression to parties who first access the corporate offices and liaises with internal and external parties, locally, provincially, and on occasion nationally. Support is provided within the corporate offices, but serving Directors in other locations. Duties include managing the schedule and logistics, correspondence, daily activities, expenses and maintaining a high degree of confidentiality. Additionally, duties include word processing documents, development of presentations using multiple media, meeting management, and establishing and maintaining a central filing system. This position must perform in a complex, fast-paced and demanding environment with astute attention to detail. The Executive Assistant performs all duties in accordance with Covenant Care + Covenant Living's Mission and Values.

Key Responsibilities

CLERICAL
1.1 Schedule and maintain the calendar for the President and Directors. Includes any logistics around scheduling, for instance travel arrangements as well as preparation of the meeting materials needed. Must ensure accuracy in scheduling.
1.3 Ongoing coordination of internal and external meetings for the President and Directors.

Obtains and organizes relevant information for meetings and discussions prepares, types and distributes agendas, books meeting rooms, arranges catering, travel and accommodations.

Coordinates videoconferencing and teleconferencing for local and provincial participants.

1.4 Act as a resource for all levels of staff and stakeholders by assisting within the scope of expertise, or making referrals to appropriate areas.

1.5 Prepare day folders containing all available materials and information for each meeting that day. Send electronically (as requested) prior to the applicable meeting. Ensures that the President and Directors have all available information required for meetings.
1.6 Handle multiple priorities and urgent requests in a calm, professional and knowledgeable manner.
1.7 Prioritize workload on a daily basis and coordinates duties effectively and efficiently.

ADMINISTRATIVE
2.2 Maintain and assist in all aspect of day-to-day activities.
2.3 Design and updates spreadsheets, work plans, charts and templates as necessary. Word-processing and projects as required.
2.4 Check for accuracy and completeness of information (i.e. typing, format).
2.5 Routine office duties; photocopying, equipment maintenance, supply ordering, time sheets, etc.
2.6 Ensure all documentation is complete with a high level of accuracy.

2.7 Maintain the highest standard of confidentiality and discretion when in possession or discussion of all matters/documents of a confidential nature.

2.8 Monitor office resource utilization, orders supplies and equipment on behalf of office and/or portfolio. Ensures inventory of office supplies and forms is maintained.
2.9 Complete timesheets for the President and Directors and their staff as assigned.
2.10 Support President and Directors in developing employee engagement plans; tracks progress related to engagement plan actions.

FINANCIAL
3.1 Maintain President and Directors expenses including credit card reconciliation.
3.2 Provide support for variance document development and routine input into systems as noted.

RECORDS MANAGEMENT
4.1 Coordinate and maintain a Master