Executive Assistant

2 weeks ago

Hamilton, Canada The Salvation Army Lawson Ministries Hamilton Full time

POSITION PURPOSE SUMMARY:
The Executive Assistant provides confidential administrative support to the Senior Management team (Executive Director & Directors). This position acts as a link between Senior Management, ministry unit staff, and the respective Salvation Army Territorial & Divisional teams. They provide administrative assistance in the areas of employee paperwork, employee training scheduling and tracking, agency communications, agency level policy & procedures, and human resources.

This position is a full time permanent position offering 40 hour per week. Work schedule is typically 9:00am - 5:00pm, Monday to Friday with a ½ hour paid meal break. Some evening and weekend work may be required. A hybrid work schedule (in-office & remote) based around the job responsibilities will be considered.

KEY ACCOUNTABILITIES:

- Provide oversight and leadership to employee documentation storage - this includes hard copy documentation, electronic file storage, and management as applicable on our HRIS.
- Handle and protect confidential documentation on behalf of agency (i.e. contracts, resident information, etc.); ensuring efficient processing as directed by Senior Management.
- Provide oversight to management’s usage of shared file storage (i.e. organization of Shared drives & usage of OneDrive and other cloud based options)
- Maintain master training schedule, keeping record of requirements (for new employees, and annual requirements) to ensure compliance with organizational & funder requirements.
- Maintain ministry unit-level master employee lists; to assist with employee’s status, telephone lists, and eligible work locations based on employee training.
- Assist with processing and coordinating requests from employees for time off - including vacation time off requests, requests for various leaves of absence, etc. in accordance with organizational policies.
- Lead the document approval process for new ministry unit-level policies and procedures.
- Prepare requested employee letters by filling in templates provided (this may include, but is not limited to: job offer letters, job descriptions, discipline letters, leave of absence paperwork, etc).
- Maintain a system to track employees on leave of absences - ensuring that Directors complete appropriate follow up in a timely manner as required by organizational policies (tracking dates, verifying receipt of appropriate supporting documentation, prompting follow up with Manulife when required, etc).
- Assist Senior Management staff with ministry unit-level WSIB documentation submissions.
- Lead the process to post vacant job posting internally and externally as directed by Senior Management and Human Resources team.
- Assist Senior Management with a ministry unit-level internal and external communications strategy (take lead on website management, newsletter assembly and distribution, occasional graphic design, and any new initiatives piloted collaboratively as a team).
- Assist Senior Management in redirecting and/or delegating correspondence that can be handled by other personnel.
- Perform other related administrative duties as required to help collaboratively cover organizational needs as required.

FINANCIAL AND MATERIALS MANAGEMENT:

- Privy to high level departmental staffing budgets as pertains to recruitment
- Only processes financial transactions in line with direction given by direct Supervisor in line with budget parameters

WORKING CONDITIONS:

- Working hours may vary according to requirements of responsibilities. Some weekend and evening work may be required.
- Working environment will either be at our main office (533 Main Street E, Hamilton) or if requested, may be possible as a hybrid (in-office/remote) working arrangement.

The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, exemplifying Christian standards of conduct.

EDUCATION, QUALIFICATIONS AND CERTIFICATIONS:

- Completion of a two (2) year Community College program or greater, preferably a Certificate or Diploma in Business Administration
- Provide an original copy of Criminal Records Check (CRC) with vulnerable sector screening secured through either the national Canadian Police Information Centre (CPIC) or through a local police detachment; Note: A satisfactory criminal background check is required.
- Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

- Minimum of 3-5 years of related work experience including experience dealing with office equipment and tools, and senior administrative/secretarial experience

SKILLS AND CAPABILITIES:

- Advanced level computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and web-based software
- Strong sense of urgency and proven capability to manage time and multi-task to accomplish multiple and various tasks, with conflicting priorities and timelines.
- Effectively and efficiently

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