Temporary Full Time Executive Administrative

4 weeks ago

Thunder Bay, Canada The Salvation Army Full time

The Executive Administrative Assistant provides administrative support to the Executive Director at the Journey to Life Centre.

**KEY RESPONSIBILITIES**:
**Service Responsibilities**:

- Handle and ensure the protection of extremely confidential and sensitive client and/ or program files; ensure the efficient processing of required documentation, agreements, contracts, and other legal documents.
- During the absence of the Executive Director, may act on routine and non-emergency administrative matters.
- Manage all electronic mail, and compose routine responses as necessary, prepare regular correspondence in for signatures and distribution.
- Prepare agendas and take minutes; type and circulate minutes within one week of the meeting; transcribe, draft, and type all correspondence; sort and prioritize work assignments within general guidelines; research and respond to difficult enquiries on behalf of the Executive Director.
- Secure information required for various Boards and meetings, and ensures relevant binders are up to date and compiles information for reports.
- Research and compile background documents for various meetings and inquiries.
- Ensure all deadlines for various reports, requests and projects, as outlined are met; if necessary, send out reminders.
- Redirect and/or delegate correspondence that can be handled by other personnel.
- Prepare presentations, brochures, fliers, advertisements, invitations, and certificates.
- Draft correspondence on behalf of the Executive Director.
- Assist in the timely processing of account payables and receivables at the Unit level.
- Perform general office duties such as answers and screens telephone calls; greets and escorts visitors, files documents electronically, manually, photocopies and distributes materials as requested; sends and receives faxes, incoming and outgoing mail.
- Maintain schedules/calendars, appointments and deadlines, providing timely reminders. Arrange and organize all visits and travel arrangements as required.
- Schedule meetings, ensures ED has required information and materials; responsible for meeting logistics (location, food, etc.)
- Perform duties connected with Agresso and TEM (coding, scanning and submitting) on behalf of the Executive Director, income tax receipting in cooperation with Community Engagement Department.
- Complete in a timely, accurate manner monthly statistics and reports.
- Order and maintain office supplies.
- Assist with special events as required.
- Assist with the onboarding of new staff/team members.

Perform other position related duties as required.

**WORKING CONDITIONS**:

- This is a temporary full-time position for up to 6 months with the possibility of extension based on 37.5 hours per week.
- Working environment is typically in the office in generally agreeable conditions. The performance of the job requires frequent sitting and keyboarding.
- The performance of the job requires attentive listening, frequent attention to computer/word processing, attention to detail, and working with confidential information.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Post-Secondary certificate or diploma in Business Administration or related discipline.
- The incumbent will have or will obtain within 6 months of employment: WHMIS training, First Aid/CPR, and Non-Violent Crisis Intervention training.
- Alternative combinations of education and experience may be considered.

**EXPERIENCE AND KNOWLEDGE**:

- Minimum 5 years’ related experience at a senior executive level, and experience with bookkeeping and basic event planning.
- Familiar with government legislation.
- Experience working within a social services environment is considered an asset.

**SKILLS AND CAPABILITIES**:

- Must be highly proficient in MS Word, Excel, MS Publisher, Power Point,
- Must have excellent oral and written English communication and interpersonal
- Must be able to work in a fast-paced environment with strong prioritizing and organizing
- Ability to create a working climate that is positive and mutually supportive.
- Demonstrate a high level of integrity, good judgment and ability to maintain appropriate confidentiality.
- Ability to maintain confidentiality in all matters pertaining to clientele and coworkers of The Salvation Journey to Life Centre and Habitat.
- Ability to network with other Salvation Army programs and other community agencies.
- A team player with the ability to work in a compassionate, respectful, and non-judgmental manner.
- Participate as an active and responsible team member in all work groups through which position responsibilities are achieved.
- Represent the organization in a professional and engaging manner and assist personnel whom the position supports in developing those skills as required.
- Participate in ongoing professional development and training.
- Valid Ontario Driver’s License, personal vehicle required and insurance, current copy of driver’s abstract that is satisfactory to The

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