Executive Administrative Assistant Needed Immediately

3 weeks ago

Airdrie AB, Canada The Southern Alberta Regional Victim Serving Society (SARVSS Full time

About Us: The Southern Alberta Regional Victim Serving Society (SARVSS) provides a broad range of services under the Victims of Crime and Public Safety Act and Regulation, and in partnership with the Government of Alberta (GoA), the Alberta RCMP, specialized and community-based victim serving organizations, municipalities, and other local agencies.
The SARVSS also supports communities by providing resources and support to people undergoing loss and tragic circumstances.

*Enhancing support for victims of crime | alberta.Reporting to the Chief Executive Officer (CEO), the Executive Assistant is responsible for the office management and administrative functions of the organization. The Executive Assistant provides support to the CEO and generalized administrative support for the SARVSS. This position is part of a team of Centralized Professional Support Staff (CPSS) that perform the core administrative functions of the organization.

Administrative duties as a core member of the CPSS team, including attending meetings, forums, and presentations, as required.
Support the establishment of controls for filing and information management systems and development of policies and procedures to continuously improve existing systems.
Secure meeting space and/or set up remote meeting technology.
Executive Support:
Coordinate all governance related activities including monitoring work plans, setting up meetings with different stakeholders, notetaking, drafting partnership and service agreements, mail correspondence, document processing, proofreading, and research of relevant documents.
Provide confidential communications, projects, tasks, administration, and support to the CEO.

Coordinate the set-up of user IDs for system and database access, track user IDs and access permissions for various systems and databases.
Coordinate fleet vehicles for usage, scheduling and maintenance.

Support the operations by editing and formatting proposals, contracts, reports, minutes, and other documents, as required.
Support the development and management of content on the website or other public facing communications.

Develop and maintain an electronic filing system for corporate records, including meeting minutes, policy and procedure manuals, etc.
Support the CPSS in the annual review/approval cycle of operational policies and procedures.
Organize, update, and maintain hard copy and digital files and archives.
Assist with the collection and provision of records for requests made under applicable privacy legislation.

Conduct basic financial management functions, including facilitating expense claims, P-card reconciliation, processing cheque requests, making deposits, coding invoices for payment, running financial reports, and assisting with audits. (Ensure timely submission of expense claims and P-card reconciliation for the CEO and other members of the CPSS and front-line service delivery team.
Support the procurement of contracts and purchase orders for contract services (e.g., software, maintenance services etc.).

Administer and support the new hire and onboarding process for new employees, including the completion and timely submission of requests for computers, software, and telephones.
Orient new staff to central office and assist them in setting up their workstations and computer access.
Coordinate training for operations staff by:
Managing and tracking employee training records.
Providing updates and feedback to managers on training status.

Administration / Office Management:
Perform clerical and administrative duties, including reception, answering the telephone, greeting visitors, check incoming email, and responding to and/or redirecting inquiries/communications.
phones are answered immediately).
Monitor and maintain office supplies and equipment inventory.
Arrange, coordinate, and maintain office services and equipment, such as technical support.
Pursue continual learning by participating in educational opportunities such as in-services and training programs (internal and external).
Work with the staff social committee and operations team to support staff engagement and wellness, including celebrating milestones and connecting staff in a time of remote working through remote and in-person events.
Maintain up-to-date knowledge of victim management/security protocol for head office location.
Minimum of 2 years of post-secondary education in in Office Administration, Business Administration, or a related field from a recognized post-secondary institution (degree or diploma) or equivalent experience.

Minimum of 3 years' experience in an administrative role or equivalent experience.

Experience in executive support or office management is an asset.

Assets
Must be tolerant, non-judgmental with a high degree of compassion and empathy towards individuals from diverse communities and backgrounds, including those who may have experienced significant trauma (e.g., Computer literacy, including effective working skills of MS Office (e.g., MS Word, Excel, PowerPoint, SharePoint and Outlook etc.) Valid class 5 driver’s license (or provincial equivalent).

The Executive Assistant will be working in a hybrid model until the transition to the CPSS Office Location in Airdrie Alberta. Travel to various communities may be required for meetings or collaboration.

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