Executive Assistant to Senior Directors

OverviewEmployment Type: Full timeSchedule: Monday to Friday from 8:30 a.m. to 4:30 p.m.Reporting to: Senior Director of Affordable Housing and Property ManagementCity: EdmontonNumber of Positions to Fill: 1RFR #: 1770Duties and ResponsibilitiesAdministrative Support: Provide high-level administrative support to the Senior Director of Affordable Housing and Property Management and Directors of various departments, including maintaining an overall awareness of their business needs and activitiesServe as a liaison and connect with program and service areas within The Mustard Seed including HR, IT, Health and Safety, Finance and Communications, and others as required.Develop and maintain effective working relationships between departments at The Mustard Seed. This includes external stakeholders as directed by Senior Director and Directors.Coordinate and monitor time off requests for Senior Director and Directors as needed.Coordinate, organize and facilitate internal and external meetings.Manage and prioritize the Senior Director and Directors calendar, advising on daily events, issues, and preparing necessary documents and meeting materials.Coordinate travel arrangements and prepare itineraries.Assist with internal and external correspondence, legal documents, form letters, and other documents, distributing as directed.Draft and prepare reports, presentations, correspondence, and internal/external communications including monthly reports and KPIs.Coordinate and manage multiple projects, ensuring that deadlines are met, and tasks are completed efficiently.Provide proactive administrative support as needed to department’s managers, fostering a team-focused environment.Assist with the advancement of Senior Director and Director’s strategic plans as required.Assist with departmental and contractual budget preparation, budget tracking and projections, monthly financial variance reports.Process department invoices and credit card transactions.Track and report on contracts and funding in relation to Housing and other departments.Other Duties: Supervise Edmonton Community Support Center Receptionist; coordinate office resource allocations for Community Supports Center; actively participate in implementing the strategic plan for each of the departments; assist with administration supports for recruitment, on/offboarding, and position transfers within the departments; assist with data collection and research for current or future program needs; abide by Health and Safety protocols and procedures (e.g., incident reports, near misses) and mandatory training courses; perform other duties as assigned.Minimum Qualifications and Skills5+ years of progressive administration experience supporting a Senior Administrative or Executive office, coupled with relevant education and/or background in office/business studies (equivalent combinations of skills, education, and experience will be considered)Experience working in an office setting is preferredExperience and knowledge of the social services sector is an assetAbility to interact professionally and respectfully with all personnel, executive management, high level external audiences and major stakeholdersAbility to maintain complete discretion with confidential informationStrong working knowledge of monitoring budgets and contractsStrong attention to detail, analytical skills, and time managementStrong oral and written communication skillsDemonstrated initiative, resourcefulness, and excellent judgment in handling multiple priorities in a fast-paced environment and can resourcefully work through changing prioritiesHigh level of accountability; self-driven and motivatedIntermediate to advanced skills in MS OfficeDatabase experience is an assetReliable vehicle, current driver’s license and $2 million liability insuranceWorking ConditionsTime in excess of regular working hours may be required on occasionFast-paced challenging work environmentThis position is primarily an office position, and office space will be providedTraveling, driving a personal vehicle, sitting, and standing are required as part of this roleModerate to high mental effort is required to respond to highly intense situationsModerate physical effort required to successfully accomplish the essential job functions including keyboarding to word process documents, entering data into databases etc.Additional RequirementsAn Employment Background Check is required for all positions at The Mustard SeedAs The Mustard Seed is a Christian ministry, we require our employees to agree to respect and not detract from The Mustard Seed’s Employment Values during their employment at The Mustard Seed.Must have legal authorization to work in Canada on a full-time basis for anyone other than current employerThis position requires the use of a personal vehicle for company use. The candidate must have a valid driver’s licence and maintain $2M Vehicle Liability insurance on the vehicle being used.Compensation & BenefitsThe Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents, matching RRSP after one year of service, and wellness days.NoteYour privacy is important to us. The information we collect is used solely for consideration for employment.We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.Please visit our careers page to see more job opportunities #J-18808-Ljbffr