Executive Assistant/office Manager

2 weeks ago

Edmonton, Canada Parkinson Association of Alberta Full time

**I. POSITION TITLE: Executive Assistant (EA)/Edmonton Office Manager**

**II. PURPOSE OF POSITION**:
The position of EA is designed to support the overall operations of the organization in close collaboration with the Executive Director. The EA is an integral part of the Leadership Team and contributes to high level decision making that determines the direction of the organization. The EA is charged with a broad range of responsibilities relating to efficient operations both internally and with the Board of Directors.

**III. REPORTS TO**:Executive Director (ED)

**IV. QUALIFICATIONS**:
a. Minimum of 5 years administrative experience

b. Completion of a minimum 2 years post-secondary education; a combination of education and experience will be considered

c. Detail oriented, organized and possess excellent time management skills

d. High proficiency with O365 and databases. Experience with DonorPerfect and Quickbooks an asset.

e. Self-motivated with the ability to anticipate the needs of the ED and organization as a whole where appropriate; critical thinking

f. Empathetic and supportive of others with the ability to set and maintain boundaries

**V. KEY RESPONSIBILITIES**:
a. Administrative support to ED and PAA Board of Directors
- Coordinate and attend Board meetings and facilitate the preparation of BOD package and distribute in a timely manner
- Record and report Board Meeting minutes
- Direct the planning of the Annual General Meeting; virtually and/or in person
- Respond to administrative requests from Directors
- Prepares, gathers and relays confidential information and material on a regular basis; assists ED and Directors with concerns that may be sensitive in nature
- Participate in leadership team meetings, decision making, fostering collaboration and advising the ED where appropriate

b. Office Management / Accounting
- Facilitate efficient communication and information flow within the organization
- Support staff with general direction and day to day inquiries
- Manage administrative budgets
- Process accounts payable invoices and reconcile/process payments
- Assist with month end closing activities and prepare financial reports

c. General Administrative Duties (Direct and supervision of)
- Identify opportunities to streamline processes and to ensure efficient administrative processes & practices
- Share the responsibility of answering and directing calls, relaying messages
- Assist with registrations, memberships, donations, receipting, and payment processing, report same to Finance
- Facility Management
- Oversee the Buchanan Centre maintenance schedule, service providers; including security alarm codes and key management
- Sources vendors and negotiates agreements with the same
- Manage janitorial services
- Students/Volunteers
- Host students during their work experience
- Complete evaluation and assessments for each student
- General PAA
- Support all fundraising events as needed
- Support all staff with general direction and day to day queries
- Develop and maintain or support the same for departmental process manuals

**VI. PERFORMANCE STANDARDS**
- Plans and prioritizes: Plan activities ahead of time, organize and set priorities, anticipate resources, flexible to meet the requirements of the task
- Follow up: Continually aware of work status, adhere to time schedules, meet commitments
- Ideas and approaches: Suggest improvements, try new approaches, be willing to experiment, take risks and learn
- Communication: Good verbal and written skills, understand and follow directions while feeling empowered to offer improvements, take initiative, maintain confidentiality, tact, diplomacy, and respect
- Collaboration: Share and be open to ideas while focused on objectives
- Networking: Build and maintain positive relationships with staff/peers, volunteers, BOD/ED and other organizations, represent the office of the ED to the same end

Pay: $50,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

Work Location: In person

Application deadline: 2024-04-19
Expected start date: 2024-05-16

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