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Executive Assistant
3 months ago
Join Onward: Transforming Lives through Affordable Housing and Community Engagement
At Onward, we are more than housing; we champion affordability, community, and the fostering of personal growth. Our commitment to creating affordable homes and empowering individuals to thrive is what inspires us. With over five decades of history, Onward stands as a leading not-for-profit dedicated to affordable housing in Calgary.
Our Mission:Onward focuses on building, renovating, and expertly managing properties to provide homes for over 3,000 individuals, predominantly with lower incomes, working closely with 60 social-service agencies. Our buildings, located in neighborhoods across the city, cater to individuals, families, seniors, Indigenous persons, newcomers to Canada, and others who benefit from personalized agency support for various needs, including mental health, addictions, and mobility challenges.
Schedule: Office hours are Monday - Friday, on site. Reliable transportation is required.
Position Scope: Onward is searching for an energetic, highly organized, and tech-savvy Executive Assistant to provide comprehensive administrative support to our team. This role offers an excellent opportunity for a recent graduate who is upbeat, capable, and eager to work directly with various departments, gaining rapid exposure to the C-suite/Executive team, Property Management, Human Resources, Communications, and the non-profit sector, intent upon shaping the future of affordable housing in Calgary.
Responsibilities:
- Provide high-level administrative support to the executive team, including calendar management, travel coordination, drafting memos and emails, scheduling appointments, and coordinating meetings and conference calls with internal and external parties strategically.
- Act as one of the primary points of contact for internal and external stakeholders, including residents and partners. Manage incoming and outgoing deliveries and mail at the head office.
- Proofread and format correspondence, presentations, reports, and other documents for the executive team. Maintain organized electronic and physical filing systems for efficient information retrieval.
- Prepare boardrooms for in-person meetings, assist with technology setup for screen sharing and virtual attendees, greet outside attendees, set up refreshments, and direct guests to the appropriate location.
- Assist in ongoing developmental projects by tracking project milestones, updating project documentation, and liaising with project teams and external stakeholders. Lead or assist with special projects such as transitioning to electronic documentation or office renovations.
- Coordinate logistics for Onward events, client meetings, and conferences. Assist in event planning, venue selection, catering arrangements, and attendee management. Monitor and track attendance at events and manage registrations.
- Act as a liaison for minor employee or company IT issues and coordinate with third-party consultants for resolution.
- Provide administrative support when necessary including emailing, scanning, filing, requesting electronic signatures, processing invoices, and handling sensitive information with discretion.
- Attend to administrative and project-related duties that may require work/travel outside business hours. Facilitate and coordinate holiday gifts, sponsorships, and donations.
- Coordinate trades and other workers for office projects, such as renovations, to enhance the office environment. Manage office supplies and cleaning tasks as required.
Compensation:
- A competitive salary
- Potential performance bonus: Up to 7%
- Initial vacation entitlement of three weeks
- Comprehensive benefits package including a health spending account
- RRSP featuring an automatic 5% contribution from Onward and an additional 2% contribution with a matching component
- Five flex days per year
- A dynamic and supportive work environment where your actions make a real impact in the community
Required Skills and Knowledge:
- Excellent organizational skills with the ability to multitask and prioritize effectively.
- Strong written and verbal communication skills with attention to detail and professionalism.
- Ability to maintain confidentiality and exercise discretion with sensitive information.
- Proactive and resourceful attitude with a willingness to take on new challenges.
- Ability to handle multiple assignments and prioritize activities in a fast-paced organization.
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, OneNote, OneDrive, Dropbox, Adobe Acrobat, Adobe Sign, DocuSign, and other relevant software applications.
Education and Experience:
- Bachelor's degree or diploma.
- Experience as an Executive Assistant, Office Manager, or similar role would be an asset, but this role can also serve as the starting point for building a multidisciplinary career.
Our Commitment:
Our commitment to diversity, equity, and inclusion ensures equal opportunities for all applicants; we encourage individuals from all backgrounds to apply.
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