Executive Assistant - Calgary, Canada - Sonshine Community Services

Sonshine Community Services
Sonshine Community Services
Verified Company
Calgary, Canada

2 weeks ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description
Sonshine brings hope and healing to families in need for more than 40 years.

We are a multi-services organization, supporting community needs including a residential shelter for women and children, community counselling, and children's programming.


THE POSITION:


The
Executive Assistant (EA) is a senior level administrative position, providing comprehensive support to the Executive Director and high-level administrative support to the Board and Senior Leadership team.

At the core of our operations, the EA plays a pivotal role by facilitating a seamless experience that is created through sound judgement, excellent communication skills, and a level of detail that doesn't go unnoticed.


We are seeking an individual who anticipates administrative needs and takes the initiative to proactively address them, enabling the leadership team to flourish in their primary responsibilities.

Taking a problem-solving approach to build efficiencies, leverage available resources, and support when the opportunity arises.

This individual is a collaborator that knows when to engage the right people and does it in a way that reflects professionalism and fosters strong relationships.

They have a keen eye for detail because they believe those details matter in how information is handled and presented.

The individual in this role deals with highly confidential information and requires the ability to exercise considerable judgement, discretion, and independence.


The position reports to the Executive Director and is an active collaborator with other departments and leaders within the organization.


If this sounds like the role for you, please submit a
resume outlining your background and related experience, and a
cover letter telling us your 'story' and why you'd be a great fit for this position and Sonshine Community Services.


YOU WILL:


Provide Support to the Executive Director

  • Manage and maintain the Executive Director's calendar, schedule appointments, and coordinate meetings with internal teams and external stakeholders.
  • Assess the need for and coordinate meeting requirements, including preparing background materials, and meeting minutes.
  • Prepare and distribute communications, reports, invitations, and presentations on behalf of the Executive Director.
  • Coordinate logistics for internal and external meetings, community outreach initiatives, workshops, and events.
  • Manage external access to the Executive Director.
  • Manage administrative functions including budgeting support, expense preparation, file management, contacts, and contracts.

Provide Support to the Board of Directors

  • Create Board meeting agendas and meeting minutes and disseminate appropriately.
  • Maintain relevant contact lists, Board information, and Board Minutes binders.
  • Coordinate the production and distribution of Board Reports, Annual Reports, and other Board communications.
  • Act as Secretary for and assist the Board and Executive Director in the planning and coordination of the Annual General Meeting and other membership meetings.

Support External Relations & Partnerships

  • Support the maintenance of a database of donations, issue tax receipts, and issue correspondence with donors and sponsors.
  • Monitor and send invitations regarding programs, events, and communication opportunities outside the organization.
  • Assist in the organization and hosting of fund development events.

Provide General Administrative Support

  • Manage and maintain service contracts in consultation with the Executive Director and Operations Manager.
  • Monitor and manage office supplies, equipment, furniture, phone systems/lists, etc., initiating procurement when necessary.
  • Coordinate ID tags for employees and volunteers.
  • Assist in planning and hosting employee events and meetings.
  • Assist with registrations and booking transportation, accommodations, facilities, or other rentals for leadership.
  • Provide confidential support for Human Resources, which may include maintaining the organization chart, updating templates, coordinating onboarding, supporting recruitment efforts, and consolidating dashboard reports.
  • Provide backup support to front reception, as needed.

QUALIFICATIONS & SKILLS:


What You'll Bring

  • Completion of a related postsecondary certificate or diplmoa
  • At least 5 years' experience in an executive support position, preferably in a nonprofit or similar environment, including 2 years of Board support.
  • Advanced understanding of the Office 365 suite (Word, Excel, PowerPoint, SharePoint, and Teams)
  • Demonstrated business writing skills, including spelling, grammar, punctuation, and formatting.

How You Work

  • Your progressive and senior experience has created sound judgement, diplomacy, and an ability to anticipate needs and respond accordingly.
  • You uphold a high level of confidentiality in handling of sensitive and executive level information.
  • You possess excellent written and verbal co
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