Executive Assistant - Toronto, Canada - The Salvation Army

The Salvation Army

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About The Salvation Army

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Vision Statement

We are an innovative partner, mobilized to share hope wherever there is hardship, building communities that are just and know the love of Jesus.

Core Values

The Salvation Army Canada and Bermuda has four core values:

Hope:
We give hope through the power of the gospel of Jesus Christ.

Service:
We reach out to support others without discrimination.

Dignity:
We respect and value each other, recognizing everyone's worth.

Stewardship:
We responsibly manage the resources entrusted to us.

About the Position

The Executive Assistant to the Territorial Property Secretary's Office/Property Department is responsible to provide highly confidential administrative support in all aspects of the effective and efficient day-to-day operations of the Property Department.

KEY RESPONSIBILITIES:

Coordinate day to day management of the office of the Property Secretary:

Manage daily operations of Property Secretary's office to ensure effectiveness and efficiency.
Provide confidential administrative support to the Secretary/Assistant Property Secretaries.
Provide full administrative assistance including gathering information, preparing documents, screening, and responding to incoming correspondence, inquiries, and phone calls, drafting letters, arranging and attending meetings, taking and distributing minutes.
Create and format presentations, reports, and proposals for presentation.
Summarize responses to information requested by the Property/Assistant Property Secretary
Maintain an effective filing system and retrieve files for outstanding matters as required.
Prepare and submit vouchers and assign code to invoices for payment.
Prepare spreadsheets to track financial data.
Assist management with relevant employee related matters i.e., vacation, sick days, PEAC documentation and/or other employee related matters, coordinate/process new hire files.
Research issues as needed.

Manage the flow of information to/from the Property Secretary's office:

Maintain highly confidential files involving financial, performance evaluations and process correspondence regarding personnel issues.
Respond to correspondence on behalf of the Property Secretary/Assistant Property Secretaries as directed.
Monitor and assist in preparing items for the Business Affairs Committee and follow up on agenda items with Property Managers or others.

Manage Time and Resources:

Management of calendar of Property Secretary and Assistant Property Secretaries, for such things as appointments, meetings, travel, boards, and committees
Liaise on behalf of the Property Secretary/Assistant Property Secretaries with DC's, DH's, and other staff.

Support Effective Management of Meetings for Property Secretary/Assistant Property Secretary:

Assumes responsibility for arranging and coordinating meetings, teleconferences and videoconferences for the Property Secretary/ Assistant Property Secretary
Organize business meetings.
Prepare the meeting agenda and minutes for various meetings chaired by the Property Secretary/Assistant Property Secretaries.
Developing and coordinating agenda items and any supporting documentation
Overseeing meeting rooms setup, refreshments, equipment, etc.

Office Administration for Property Department:

Reviewing and upgrading office procedures as necessary and maintain a current position "brief" describing office procedures and related information.
Preparing PEAC documentation for all departmental staff in preparation for upcoming reviews
Preparing employee absentee records and personnel reports through UltiPro
Reviewing monthly financial statements and connecting with finance department regarding discrepancies in the financial statements as well as other matters.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Completed 2year college Diploma of Office Administration or related field.
Minimum of 5 years of prior related experience including senior administrative/ secretarial experience
Proficiency in MS Office including Word, Excel, Power Point, SharePoint, Office 36
Knowledge of The Salvation Army policies and practices considered an asset.

PREFERRED SKILLS/CAPABILITIES:

Must be mature, proactive, wellorganized, adaptable, and professional.
Must have a strong ability to handle confidential information appropriately, be discreet and be diplomatic.
Ability to work independently as well as an excellent team player.
Excellent written and oral communication skills
Excellent interpersonal, organizational, and supervisory skills
Creative skills for preparation of presentation materials

Compensation

Other Details
**The Salvation Army will provide reasonable accommodation upon reque