Executive Assistant to The Chief Administrative

7 months ago

Red Deer, Canada Red Deer Housing Authority Full time

**Executive Assistant to the Chief Administrative Officer**

**Term**: Full-Time Permanent

**Location**: Red Deer

Are you a highly organized professional with outstanding expertise in building stakeholder relationships, particularly with the Board, senior management, government officials and community leaders? If so, then this opportunity to work with the Chief Administrative Officer of Red Deer Housing Authority (RDHA) may be the position for you. Your ability to foster these relationships is not just a skill but a crucial part of our success, making your role as an Executive Assistant invaluable.

**The Organization**

Established in 1971, the Red Deer Housing Authority is a Housing Management Body formed pursuant to a _Provincial Ministerial Order _under _the Alberta Housing Act. _ Red Deer Housing Authority provides affordable housing through Community Housing and Rent Supplements to over 1200 households in Red Deer and the surrounding area. Red Deer Housing Authority’s _vision _is to have communities with housing for all. Our _mission_ is to provide housing solutions that address diverse community needs.

**The Position**

As the Executive Assistant, you'll report directly to the Chief Administrative Officer (“CAO”) and work independently to ensure the highest level of confidentiality and discretion in providing a comprehensive range of executive assistant support to the Chief Administrative Officer and the Board to ensure corporate governance and administration runs efficiently. Your work will be instrumental in helping us achieve our mission of providing housing solutions that address diverse community needs, making this a highly impactful role. The complexity of the issues and the high-profile nature of the role require being proactive and adaptable to rapidly changing environments where there may not be established policies and procedures. The Executive Assistant must also be politically sensitive to diverse stakeholder groups and aware of possible conflicts.

**Core Duties and Responsibilities**

**Support to the Board**
- Support Board of Directors recruitment and education activities, maintain member lists and compile and store official Board documents.
- Manages all board meeting logistics, including scheduling, setting up technology, and pre-ordering meals.
- Serves as a recording secretary for all board meetings and prepares and maintains minutes, policies and other public and confidential documents of the Board and its committees in a timely manner.
- Prepare documents related to the Board’s adjudicating of tenant/client complaints/appeal disputes, including decisions, correspondence, and file administration for the adjudicators.
- Serve as Executive Secretary to the Red Deer Open Doors Housing Foundation

**Support to CAO and Organizational Affairs**
- As part of a high-functioning team, providing expertise, advice, executive support, and innovative solutions to the CAO on operational, strategic, and procedural matters and issues affecting the organization, leading and triaging workflow within the CAO Office.
- First point of contact for internal and external stakeholders on CAO’s activities and events, independently handling sensitive communication/information flow. Effectively manage calendar, including scheduling appointments and meetings and independently resolving conflicts.
- Develop a strong working knowledge of the organization's functions and work directly with the CAO to anticipate, identify, and address corporate issues.
- Set up and coordinate senior management and staff meetings, management meetings, agendas, minutes, supporting materials, and follow-up.
- Support the activities of the Red Deer Open Doors Housing Foundation
- Assist with company-wide safety and security initiatives consistent with occupational health and safety standards.
- Assist in preparing internal and external corporate communication documents incorporating RDHA branding and messaging on the organization's website and social media.
- Responsible for the FOIP Act and is the focal point for access to information and privacy protection within the organization to ensure compliance with record and retention protocols liaising with the Government of Alberta.
- Assist the Finance and Operations team in maintaining human resources records by recording new hires, terminations, changes in job classifications, merit increases, and tracking vacation, sick, and personal time.
- Act as the primary backup and relief for the Administrative/Housing Assistant at the front desk during vacation and other absences.
- Procure office supplies and assist the CAO, department managers, and our external HR company with human resource needs and policies, including recruitment, onboarding, and staff engagement activities.
- Arrange and plan executive travel for organizational events as directed.
- Performs other related duties as assigned by the CAO.

**Professional and Personal Qualifications**
- Completion of a two (2) y

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