Executive Assistant

4 months ago

Saskatoon, Canada Family Service Saskatoon Full time

**JOB POSTING**

**Position: Executive Assistant**

**Employment Type**:Full-time, permanent, out of scope position - 1.0 FTE, 35 hours per week

**Closing Date**: October 1, 2024

**Duties and Responsibilities**:
Reporting to the Executive Director, the Executive Assistant plays a central role supporting all areas of the organization. Key functions include providing administrative support to the Executive Director, Board of Directors, and Senior Management; coordinating general operation systems and ensuring efficient office systems; supporting organization communications and promotional activities; and supporting financial processes. Duties shall be performed in a manner consistent with the overall mission and values of the agency.

**Areas of Responsibility**

**1. Executive administrative support**
- Provides administrative support to the Executive Director as required and to senior management
- Supports and assists the Executive Director and senior management team with collective bargaining
- Coordinates and supports meetings of the Executive Director, Board of Directors, and Committees including managing logistics, preparing agendas and minutes, distributing materials, and assisting with post-meeting follow-up
- Prepares correspondence as directed

**2. Human Resources and Operations coordination**
- Supports onboarding of new staff, including orientation and setting up payroll, benefits, IT requirements
- Coordinates time management system and payroll
- Keeps electronic and paper filing systems up-to-date, secure, and confidential
- Ensures all agency policies and procedures are kept up to date
- Administration of various databases
- Acts as liaison for vendors and suppliers as needed
- Coordinates facilities, equipment, and IT needs
- Facilitates purchases and maintains inventory of equipment, services and supplies

**3. Financial management support, **under direction of Operations Manager
- Reviews and processes supplier invoices and payables as per financial policies and procedures
- Prepares customer invoices and tracks accounts receivables
- Tracks and processes cheques and electronic fund transfers
- Prepares semi-monthly bank deposits
- Conducts monthly reconciliation of bank and credit card statements
- Contributes to the annual budget development process
- Supports annual audit process

**4. Communications and promotions**
- Coordinates the production of promotional materials
- Keeps website up to date
- Creates content and updates social media
- Coordinates exhibits at conferences, information fairs, etc.

**5. Program support**
- Compiles statistics for various programs
- Tracks various agreements, renewals, terminations, and produces associated quarterly and annual reports
- Assists with drafting reports, funding proposals, research, and presentations as needed for a variety of projects
- Provides support for accreditation process and capacity building of the organization

**6. General responsibilities**
- Actively supports a workplace culture of caring, collaboration, mutual respect, and professionalism
- Assists in coordinating and participates in professional development activities, special events, and fundraising activities
- Provides backup support and coverage for other administrative team members as required (including coverage of reception)
- Other duties as assigned

**Qualifications**:
**Education**:

- Business Administration diploma or equivalent

**Experience**:

- Minimum of three years experience providing administrative support to executive leaders and governors, preferably in the non-profit sector
- Excellent English oral and written communication skills
- Experience in supporting financial management activities
- Exceptional organization and time management skills
- Project management orientation with strong advance planning skills
- Demonstrated analytical and problem-solving skills
- Quality improvement mindset, with desire and ability to reflect, learn, and improve self and work processes
- Ability to work independently and reliably with mínimal supervision
- Interest in varied roles and responsibilities, in service of organizational success
- Ability to maintain confidentiality and work with sensitive information
- High level of sound and independent judgment, reasoning, and discretion
- Superior skills using Microsoft Office, QuickBooks, Google apps, Social Media platforms; with comfort and interest to learn new software as needed
- Experience managing Web content is an asset

**Compensation**: Commensurate with education and experience

**Submit **resume, cover letter and references to:
Mail:
Janine Baumann, Executive Director
Family Service Saskatoon
102-506 25th Street East
Saskatoon, SK S7K 4A7

Posting opens on September 24, 2024 and closes on October 1, 2024 at 5:00 pm

**Job Types**: Full-time, Permanent

**Education**:

- AEC / DEP or Skilled Trade Certificate (preferred)

Work Location: In person

Application deadline: 2024-10-01

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