Executive Assistant

Found in: beBee jobs CA - 2 weeks ago

Toronto, Ontario, Canada Salvation Army Full time
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

Executive Assistant provides administrative support and performs tasks that support members of the senior leadership team.

KEY RESPONSIBILITIES:

Executive Administration Support

  • Complete a broad variety of administrative tasks for the Leader including:
    • managing an extremely active calendar of appointments,
    • completing expense reports,
    • composing and preparing correspondence, including confidential,
    • arranging routine travel plans, itineraries, and agendas,
    • compiling documents for travel-related meetings.
  • Plan, coordinate, and ensure the Leader's schedule is followed and respected.
  • Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Leader's time and office.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the Leader, including those of a sensitive or confidential nature.
  • Provide a bridge for smooth communication between the Leader's office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Work closely and effectively with the Leader(s) to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Provide leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Leader, some of which may have organizational impact.
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Leader's ability to effectively lead the department.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Develop and maintain filing system, both electronic and hardcopy and update department documents when needed.
  • May participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending meetings as required.
  • Assist in coordinating the agenda of senior management team meetings and off-sites and all staff meetings.
  • May facilitate cross-divisional coordination of travel.
  • Check frequently the levels of office supplies and place appropriate order.
  • Manage confidential information appropriately and professionally.

Financial Services Support

  • Process receipts/invoices
  • Organizes billing and processing of all departmental invoices and vouchers.
  • Assist in coding invoices for processing through Business World.
  • Ensure office supplies, event costs, and other delegated purchasing activities are in line with budget provisions.

Staff Processes

  • Prepare files for annual reviews.
  • Lead or provide support to other administrative staff.

Special Events and Project Coordination

  • Assist with organization, promotion, and coordination of Special Events and ad-hoc projects.
  • Create print material to promote events including brochures etc.
  • Flexibility to travel to help with logistics at special events and meetings when required.
  • Other work- and event-related duties as assigned.
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
  • Completion of a formal post-secondary/college/university program of three academic years in Business Administration or related field.
  • Minimum of 7 years of executive administrative experience.
  • Highly proficient in Microsoft Office products (MS Word, Excel, PowerPoint, SharePoint)
  • Highly proficient in digital communications products (Outlook, MS Teams, Zoom).
  • Able to learn new systems, e.g., Workday, with ease.
PREFERRED SKILLS/CAPABILITIES:
  • Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.
  • Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures.
  • Ability to provide an original copy of a Background Check that is satisfactory to The Salvation Army, in its sole discretion, is required, including Child Check (if appropriate).
  • Valid driver's license and clear driver's abstract may be required for some roles.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Excellent communication and interpersonal skills (written and verbal).
  • Strong sense of urgency and proven capability to manage time and multi-task to accomplish multiple and various tasks, with conflicting priorities and timelines.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.
  • Effectively and efficiently manages relationships, expectations, and concerns, in a professional and courteous manner, and develops and leverages professional knowledge and working relationships for the benefit of the organization.
  • Must display sound judgment, strong attention to detail, and willingness to take initiative.
  • Capable of working independently with limited direction, and meeting deadlines.
  • Ability to work well in a team-oriented, collaborative environment.

Compensation

The target hiring range for this position is $56,885 to $71,106 with the ability to progress to a maximum of $85,327. Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

Other Details

The Salvation Army will provide reasonable accommodation upon request. Please let us know if you have a need for any accommodation.

We thank all applicants and will contact candidates selected for next steps. Internal Applicants are encouraged to notify their current supervisor when applying for a new position within The Salvation Army.

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