Executive Assistant

6 months ago

Toronto, Canada The Salvation Army Full time

**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**

The Executive Assistant to the Territorial Property Secretary’s Office/Property Department is responsible to provide highly confidential administrative support in all aspects of the effective and efficient day-to-day operations of the Property Department.

**KEY RESPONSIBILITIES**:
**Coordinate day to day management of the office of the Property Secretary**:

- Manage daily operations of Property Secretary’s office to ensure effectiveness and efficiency.
- Provide confidential administrative support to the Secretary/Assistant Property Secretaries.
- Provide full administrative assistance including gathering information, preparing documents, screening, and responding to incoming correspondence, inquiries, and phone calls, drafting letters, arranging and attending meetings, taking and distributing minutes.
- Create and format presentations, reports, and proposals for presentation.
- Summarize responses to information requested by the Property/Assistant Property Secretary
- Maintain an effective filing system and retrieve files for outstanding matters as required.
- Prepare and submit vouchers and assign code to invoices for payment.
- Prepare spreadsheets to track financial data.
- Assist management with relevant employee related matters i.e., vacation, sick days, PEAC documentation and/or other employee related matters, coordinate/process new hire files.
- Research issues as needed.

**Manage the flow of information to/from the Property Secretary’s office**:

- Maintain highly confidential files involving financial, performance evaluations and process correspondence regarding personnel issues.
- Respond to correspondence on behalf of the Property Secretary/Assistant Property Secretaries as directed.
- Monitor and assist in preparing items for the Business Affairs Committee and follow up on agenda items with Property Managers or others.

**Manage Time and Resources**:

- Management of calendar of Property Secretary and Assistant Property Secretaries, for such things as appointments, meetings, travel, boards, and committees
- Liaise on behalf of the Property Secretary/Assistant Property Secretaries with DC’s, DH’s, and other staff.

**Support Effective Management of Meetings for Property Secretary/Assistant Property Secretary**:

- Assumes responsibility for arranging and coordinating meetings, teleconferences and videoconferences for the Property Secretary/ Assistant Property Secretary
- Organize business meetings.
- Prepare the meeting agenda and minutes for various meetings chaired by the Property Secretary/Assistant Property Secretaries.
- Developing and coordinating agenda items and any supporting documentation
- Overseeing meeting rooms set-up, refreshments, equipment, etc.

**Office Administration for Property Department**:

- Reviewing and upgrading office procedures as necessary and maintain a current position “brief” describing office procedures and related information.
- Preparing PEAC documentation for all departmental staff in preparation for upcoming reviews
- Preparing employee absentee records and personnel reports through UltiPro
- Reviewing monthly financial statements and connecting with finance department regarding discrepancies in the financial statements as well as other matters.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completed 2-year college Diploma of Office Administration or related field.
- Minimum of 5 years of prior related experience including senior administrative/ secretarial experience
- Proficiency in MS Office including Word, Excel, Power Point, SharePoint, Office 365
- Knowledge of The Salvation Army policies and practices considered an asset.

**PREFERRED SKILLS/CAPABILITIES**:

- Must be mature, proactive, well-organized, adaptable, and professional.
- Must have a strong ability to handle confidential information appropriately, be discreet and be diplomatic.
- Ability to work independently as well as an excellent team player.
- Excellent written and oral communication skills
- Excellent interpersonal, organizational, and supervisory skills
- Creative skills for preparation of presentation materials

**Compensation**

**Other Details**

**The Salvation Army will provide reasonable accommodation upon reque

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