Job Description
Job Title: Executive Assistant to AED
Competition #: 118501-2023-97
Ministry Unit Name: Edmonton Centre of Hope
Status/Hours: 1.0FTE (80 hrs bi-weekly)
Salary Range: $47,230-$70,846 per annum
Date posted: July 18, 2023
Work Address: 12520-140 Ave NW, Edmonton
Posting Expires: July 27, 2023
Applications Accepted By: E-mail only through Indeed
Mission and Values:
The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.
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.
Job description:
Position Purpose summary:
The Executive Assistant to the Assistant Executive Director (AED) provides administrative support to the AED and facilitates the processing of tasks related to the administrative functions, ensuring that all processes meet or exceed The Salvation Army’s standards and reporting requirements.
KEY RESPONSIBILITIES:
Administrative Support:
- Provide administrative support to the Assistant Executive Director including, but not limited to, the following: screen telephone calls and direct inquiries, greet and escort visitors, sort mail and faxes according to Salvation Army policy; prepare outgoing mail for courier and post; preparation and distribution of all correspondence as required
- Provide direction and guidance for management and related administrative assistants under general functional areas with respect to policy and processes
- Prepare daily calendar; identifies priority items
- Research and compile background documents for various meetings, inquiries and special events as required
- Prepare briefs, travel, programs and other documents for special engagements
- Schedule meetings, prepare agendas, record and distribute minutes as required; act as events planner when required (e.g. meal orders, facility bookings for group meetings on and off site, annual divisional retreats)
- Provide reception duties for The Edmonton Centre of Hope Administration area (coverage when needed)
- Assist with the administrative duties of the Performance Review process including scheduling Performance Reviews in a timely manner
- Draft and prepare presentations, brochures, flyers, advertisements, invitations, business cards and PowerPoint presentations
- Provide administrative and secretarial support to other Managers and/or Directors as deemed necessary by the Assistant Executive Director
- Control the flow of all individuals through the Admin Office and access to the Assistant Executive Director
- May be required to maintain website information for programs and monitor leadership library
Other related duties as assigned
File and Record Management:
- Build and maintain databases (mailing lists, contact lists, directory, Policies and Procedures)
- Handle and maintain the confidentiality of files and documents, including but not limited to employee information, client files, and program files
- Maintain an up to date abeyance file and central file system
- May maintain and update The Salvation Army Edmonton Centre of Hope Policy & Procedure Manuals
Statistical Report Management:
- May compile, record, and submit statistical reports to the Executive Director and Assistant Executive Director as requested
- May compile, record and submit Incident Report to respective parties (i.e DHQ, insurance company and Directors).
Reception Management:
- Coordinate and assist the Assistant Executive Director with supervision of the Front Desk Administrative team including shift management, systems oversight and super user management
Qualifications and Education requirements:
*NOTE: For some jobs, you may be required to provide validated educational documentation.
Education/Certifications:
- Completion of up to two (2) years of post-secondary education with certification in Office Administration or equivalent
- Must have valid Drivers’ License and clean Drivers’ Abstract
Experience:
- Minimum of two (2) years experience in a professional office setting
- Experience working with Senior Management level positions
- Experience working within a human services environment is considered an asset
- Respect and understanding of The Salvation Army - its mission, culture, and values
Required Skills/Knowledge:
- Must be highly proficient in all applications of Office (MS Word, Excel, MS Publisher, Outlook)
- Software experience/ease of use, super user for the front desk systems.
- Must have excellent oral and written English communication and interpersonal skills
- Must function with professionalism and confidentiality
- Must be able to work in a fast paced environment with strong prioritizing abilities
- Must have excellent telephone manner/skills
- Must be adaptable and able to take direction
- Must have the ability to operate a variety of office equipment
- Must be neat in appearance and dress, and professional in all interactions
- Must be flexible in work hours
Successful candidates, prior to hiring, will be required to provide:
- Criminal Record Check with Vulnerable Sector Check
DAYS and HOURS of work: 1.0FTE (80 hours bi-weekly as scheduled by Manager)
The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.
We thank all applicants, however, only those candidates to be interviewed will be contacted.
Job Type: Full-time
Salary: $47,230.00-$70,846.00 per year
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care
- Wellness program
Schedule:
Education:
Experience:
- professional office: 2 years (required)
- working with Senior Management: 1 year (required)
Licence/Certification:
- Driver's License (required)
Work Location: In person
Application deadline: 2023-07-27
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