Temporary Full Time Executive Administrative - Thunder Bay, Canada - The Salvation Army

The Salvation Army

Verified Company

Thunder Bay, Canada

3 days ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

The Executive Administrative Assistant provides administrative support to the Executive Director at the Journey to Life Centre.

KEY RESPONSIBILITIES:

Service Responsibilities:

Handle and ensure the protection of extremely confidential and sensitive client and/ or program files; ensure the efficient processing of required documentation, agreements, contracts, and other legal documents.
During the absence of the Executive Director, may act on routine and nonemergency administrative matters.
Manage all electronic mail, and compose routine responses as necessary, prepare regular correspondence in for signatures and distribution.
Prepare agendas and take minutes; type and circulate minutes within one week of the meeting; transcribe, draft, and type all correspondence; sort and prioritize work assignments within general guidelines; research and respond to difficult enquiries on behalf of the Executive Director.
Secure information required for various Boards and meetings, and ensures relevant binders are up to date and compiles information for reports.
Research and compile background documents for various meetings and inquiries.
Ensure all deadlines for various reports, requests and projects, as outlined are met; if necessary, send out reminders.
Redirect and/or delegate correspondence that can be handled by other personnel.
Prepare presentations, brochures, fliers, advertisements, invitations, and certificates.
Draft correspondence on behalf of the Executive Director.
Assist in the timely processing of account payables and receivables at the Unit level.
Perform general office duties such as answers and screens telephone calls; greets and escorts visitors, files documents electronically, manually, photocopies and distributes materials as requested; sends and receives faxes, incoming and outgoing mail.
Maintain schedules/calendars, appointments and deadlines, providing timely reminders. Arrange and organize all visits and travel arrangements as required.
Schedule meetings, ensures ED has required information and materials; responsible for meeting logistics (location, food, etc.)
Perform duties connected with Agresso and TEM (coding, scanning and submitting) on behalf of the Executive Director, income tax receipting in cooperation with Community Engagement Department.
Complete in a timely, accurate manner monthly statistics and reports.
Order and maintain office supplies.
Assist with special events as required.
Assist with the onboarding of new staff/team members.

Perform other position related duties as required.

WORKING CONDITIONS:

This is a temporary fulltime position for up to 6 months with the possibility of extension based on 37.5 hours per week.
Working environment is typically in the office in generally agreeable conditions. The performance of the job requires frequent sitting and keyboarding.
The performance of the job requires attentive listening, frequent attention to computer/word processing, attention to detail, and working with confidential information.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Post-Secondary certificate or diploma in Business Administration or related discipline.
The incumbent will have or will obtain within 6 months of employment: WHMIS training, First Aid/CPR, and Non-Violent Crisis Intervention training.
Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

Minimum 5 years' related experience at a senior executive level, and experience with bookkeeping and basic event planning.
Familiar with government legislation.
Experience working within a social services environment is considered an asset.

SKILLS AND CAPABILITIES:

Must be highly proficient in MS Word, Excel, MS Publisher, Power Point,
Must have excellent oral and written English communication and interpersonal
Must be able to work in a fastpaced environment with strong prioritizing and organizing
Ability to create a working climate that is positive and mutually supportive.
Demonstrate a high level of integrity, good judgment and ability to maintain appropriate confidentiality.
Ability to maintain confidentiality in all matters pertaining to clientele and coworkers of The Salvation Journey to Life Centre and Habitat.
Ability to network with other Salvation Army programs and other community agencies.
A team player with the ability to work in a compassionate, respectful, and nonjudgmental manner.
Participate as an active and responsible team member in all work groups through which position responsibilities are achieved.
Represent the organization in a professional and engaging manner and assist personnel whom the position supports in developing those skills as required.
Participate in ongoing professional development and training.
Valid Ontario Driver's License, personal vehicle required and insurance, current copy of driver's abstract that is satisfactory to The