Executive Assistant

3 weeks ago

Guelph ON, Canada The Gideons International In Canada - ShareWord Global (TGIC SWG) Full time

WHO WE ARE

Our roots stretch back to 1911, when we were founded in Canada as an evangelism and Scripture distribution ministry led by a national membership of volunteers. Over the decades our ministry has broadened to inviting women and men of all vocations to share the gospel with innovative new Scripture resources alongside local church partners. In 2015, ShareWord Global was launched to help expand the work in more regions within Canada and around the world.

WHAT WE DO

Through partnerships with local church and other like-minded ministries, we equip Christians of all nations with evangelism training and Scripture materials, so they can feel more empowered to share the gospel in their communities. We ignite and fuel a passion in people’s hearts to share the gospel as a community of believers. Because together, we can tell the world.

OUR MISSION

We ignite and fuel a passion in people’s hearts to share the gospel through training and equipping them, as a community of believers, to effectively introduce people to Jesus through God's Word.

OPPORTUNITY

The Executive Assistant will be working and reporting directly to the President of ShareWord Canada. The executive assistant will complete a broad range of administrative tasks, supporting day-to-day functions including coordinating travel, meeting minutes, office, email and calendar management.

Office coordination duties include coordinating and communicating office activities, office vendor contract administration supplies ordering, and restocking. In collaboration with Human Resources serving as a health & safety committee representative, coordinating approved staff training, and conducting general orientation & introductions of new employees.

You In the Role

  • Meticulous
  • Gatekeeper
  • Easy to Work With
  • Strong Critical Thinker
  • Highly Organized
  • Self-Directed
  • Solution-Focused
  • Excellent Communicator
  • Trustworthy
  • Strong multi-tasker
  • Fast-Paced

Reports to: President

Term: Full time

Location: Hybrid (2 days in office, 3 days remote)

Headquarters: 501 Imperial Road North, Guelph, ON N1H 6T9

Key Responsibilities 

Executive Administration (55%)

  • Provide scheduling and administrative support to the President; Manage the President's calendar by anticipating and leveraging requirements and priorities.
  • Office management such as maintaining hard and soft files. Other tasks include maintaining office equipment and supplies.
  • Proofread and edit all documents, reports, and correspondence.
  • Prepare and review presentations.
  • Manage telephone calls and communications to the President.
  • Be the primary liaison for all activities coming from the President's office.
  • Complete expense reports, credit card reconciliations, and more.
  • Other duties or projects assigned as required.

Company Activities & Office Coordination (30%)

  • Maintain inventory of office stationery, supplies, and equipment.
  • With the President, monitor vendor contracts for third-party suppliers and/or service providers and provide insight on cost effective contracts.
  • Maintaining up-to-date contact lists.
  • Other responsibilities will include support with company compliance for certain federal & provincial regulations such as OHSA, Human Rights, etc.

Board of Directors (15%)

  • Provide general support in coordinating and minute-taking at the Board of Directors and Annual Members’ Meetings (evening hours as required).
  • Coordinate and approve expense reports for Board of Directors related activities.
  • Maintain confidentiality.
  • Coordinate hotel accommodations and hospitality as required. 

Qualifications and Experience 

  • Post-secondary diploma in office administration or undergraduate degree in business administration or related field.
  • A minimum of 5-7 years experience in a related field; experience providing senior leadership administrative support in a non-profit organization is preferred.
  • Ideal candidate holds a valid driver’s license and has access to a vehicle.
  • Experience supporting multiple executives in an organization is an asset.
  • Experience with project management or working with project management tools is an asset.
  • A minimum of 1-2 years experience in corporate event planning.
  • HR experience is an asset.

Key Competencies

  • Excellent business communication skills (written and verbal).
  • Demonstrates ShareWord’s 4 core values: Grace, Humility, Action and Courage.
  • Excellent understanding of privacy and confidentiality.
  • Extensive experience with Microsoft Office 365 including Excel.
  • Word, PowerPoint, and Apple products (MacBook) including Google Drive, Gmail, Outlook, and Microsoft Suites.
  • Experience with CRM’s would be an asset.
  • Exceptional customer service and interpersonal skills.
  • Comfortable managing external facing relationships.
  • Good time management and a strong eye for detail.
  • Ability to work independently within a team environment.
  • Ability to manage multiple tasks and work collaboratively with teams across various departments.
  • Ability to prepare briefing notes, meeting minutes, clear correspondence and summaries.
  • Critical thinking and problem solving skills.
  • Ability to manage ongoing and changing priorities.

ShareWord Global is an evangelical Christian ministry, dedicated to sharing the Word of God with the world. As a Christian evangelical ministry, candidates must be able to demonstrate a personal commitment to Jesus Christ, and identify with our Mission and Statement of Faith. We offer a competitive compensation package and benefits.

All applicants are welcome. ShareWord Global is committed to ensuring equal access and participation for people with disabilities. 

We sincerely thank all those who apply, however only those considered for an interview will be contacted.

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