Executive Assistant

3 weeks ago

Toronto, 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 multipl

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