Executive Assistant - Hamilton, Canada - The Salvation Army Lawson Ministries Hamilton

The Salvation Army Lawson Ministries Hamilton
The Salvation Army Lawson Ministries Hamilton
Verified Company
Hamilton, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description

POSITION PURPOSE SUMMARY:
The Executive Assistant provides confidential administrative support to the Senior Management team (Executive Director & Directors).

This position acts as a link between Senior Management, ministry unit staff, and the respective Salvation Army Territorial & Divisional teams.

They provide administrative assistance in the areas of employee paperwork, employee training scheduling and tracking, agency communications, agency level policy & procedures, and human resources.

This position is a full time permanent position offering 40 hour per week. Work schedule is typically 9:00am - 5:00pm, Monday to Friday with a 1⁄2 hour paid meal break. Some evening and weekend work may be required. A hybrid work schedule (in-office & remote) based around the job responsibilities will be considered.


KEY ACCOUNTABILITIES:

  • Provide oversight and leadership to employee documentation storage this includes hard copy documentation, electronic file storage, and management as applicable on our HRIS.
  • Handle and protect confidential documentation on behalf of agency (i.e. contracts, resident information, etc.); ensuring efficient processing as directed by Senior Management.
  • Provide oversight to management's usage of shared file storage (i.e. organization of Shared drives & usage of OneDrive and other cloud based options)
  • Maintain master training schedule, keeping record of requirements (for new employees, and annual requirements) to ensure compliance with organizational & funder requirements.
  • Maintain ministry unitlevel master employee lists; to assist with employee's status, telephone lists, and eligible work locations based on employee training.
  • Assist with processing and coordinating requests from employees for time off including vacation time off requests, requests for various leaves of absence, etc. in accordance with organizational policies.
  • Lead the document approval process for new ministry unitlevel policies and procedures.
  • Prepare requested employee letters by filling in templates provided (this may include, but is not limited to: job offer letters, job descriptions, discipline letters, leave of absence paperwork, etc).
  • Maintain a system to track employees on leave of absences ensuring that Directors complete appropriate follow up in a timely manner as required by organizational policies (tracking dates, verifying receipt of appropriate supporting documentation, prompting follow up with Manulife when required, etc).
  • Assist Senior Management staff with ministry unitlevel WSIB documentation submissions.
  • Lead the process to post vacant job posting internally and externally as directed by Senior Management and Human Resources team.
  • Assist Senior Management with a ministry unitlevel internal and external communications strategy (take lead on website management, newsletter assembly and distribution, occasional graphic design, and any new initiatives piloted collaboratively as a team).
  • Assist Senior Management in redirecting and/or delegating correspondence that can be handled by other personnel.
  • Perform other related administrative duties as required to help collaboratively cover organizational needs as required.

FINANCIAL AND MATERIALS MANAGEMENT:

  • Privy to high level departmental staffing budgets as pertains to recruitment
  • Only processes financial transactions in line with direction given by direct Supervisor in line with budget parameters

WORKING CONDITIONS:

  • Working hours may vary according to requirements of responsibilities. Some weekend and evening work may be required.
  • Working environment will either be at our main office (533 Main Street E, Hamilton) or if requested, may be possible as a hybrid (inoffice/remote) working arrangement.


The above responsibilities must be discharged in accordance with The Salvation Army's Mission Statement, in a professional manner, exemplifying Christian standards of conduct.


EDUCATION, QUALIFICATIONS AND CERTIFICATIONS:

  • Completion of a two (2) year Community College program or greater, preferably a Certificate or Diploma in Business Administration
  • Provide an original copy of Criminal Records Check (CRC) with vulnerable sector screening secured through either the national Canadian Police Information Centre (CPIC) or through a local police detachment; Note: A satisfactory criminal background check is required.
  • Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

  • Minimum of 35 years of related work experience including experience dealing with office equipment and tools, and senior administrative/secretarial experience

SKILLS AND CAPABILITIES:

  • Advanced level computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and webbased software
  • Strong sense of urgency and proven capability to manage time and multitask to accomplish multiple and various tasks, with conflicting priorities and timelines.
  • Effectively and efficiently
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