Executive Assistant

5 months ago

North Battleford, Canada Catholic Family Services of the Battlefords Full time

**Job Summary**

At Catholic Family Services of the Battlefords, we offer a wide range of counselling and support services to individuals, couples, families and groups. We are seeking motivated, confident, creative and client service oriented people. We support our staff with competitive wages, a strong benefits package, shared RRSP contributions and excellent vacation days. We promote a positive, supportive and diverse working environment in which every employee can build a rewarding career.

Working very closely with the Executive Director but independently, this position provides a full range of confidential Executive administrative functions including scheduling, communication, planning, project administration, problem-solving assistance, and practical support of the Executive Director.

**Qualifications**:

- A certificate or Diploma in Business, Management or Administration is preferred. A combination of varying education and/or experience maybe considered. Experience as an administrative professional or Executive Assistant preferred.
- Experience working respectfully with diverse groups of people, including senior executives, staff, community leaders, people in various economic circumstances, donors, volunteers, and businesses.
- Excellent written and verbal communication skills and the ability to tailor messages to appropriate audience needs and situations.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, One drive) and social media web platforms such as Facebook, Instagram and Zoom. Experience with Sage, Adobe, Canva or other software is an asset, but it is more important to have the ability and interest to learn and use new software and apps.
- Demonstrated ability to independently evaluate, organize, and prioritize multiple tasks and deadlines with superior problem-solving, organization skills, and attention to detail.
- Knowledge and skills to maintain a well-organized workspace and both traditional and electronic filing systems.
- Familiarity working within a governance structure and Board of Directors, and knowledge and experience in minute taking and summarizing information.
- Ability to thrive in a fast-paced, dynamic and healthy environment. Demonstrate sound judgement and ability to adapt while dealing calmly and professionally with ambiguity, changing priorities, or unexpected situations.
- Demonstrate a high level of professionalism, including maintaining an exceptionally high level of confidentiality and handling highly confidential information with discretion.
- Ability to work independently, collegially, collaboratively, and build positive relationships through healthy, respectful, and professional interactions.
- Ability and willingness to work flexible hours when necessary, including evenings and weekends.
- Satisfactory criminal record check with vulnerable sector query.

**Responsibilities**
- Provide efficient and confidential executive support to the Executive Director.
- Plan and coordinate the Executive Director's schedule; follow up on appointments and provide updates of upcoming events, conferences, etc.
- Serve as the primary point of contact for all inquiries, including those of highly confidential or critical nature, on behalf of the Executive Director within delegated authority. Maintain smooth communication between the Executive Office and internal teams, demonstrating leadership, credibility, trust, and organizational support.
- Prepare and edit correspondence, reports and presentations for format, grammar, spelling, and consistency with documentation standards.
- Plan travel arrangements complete with itinerary and logistic details.
- Coordinate meetings and transcribe notes/minutes including, but not limited to, the Annual General Meeting, Board of Director meetings, Leadership Team meetings, and staff meetings as required by the Executive Director.
- Provide thorough project management on various special projects for the Executive Director, including, but not limited to, CFS Week, Snowflake campaign, advertising, community events and fundraisers.
- Present documents requiring Board Members’ or Executive Director signature to the Executive Director with sufficient time for review and signing. Submit documents accurately and on time.
- Present a positive, kind, professional image of the organization in all interactions.
- Engage in professional development and training.
- Perform other related duties as defined and assigned by the Executive Director.

The detailed job posting is available on our website under the Careers tab.

**Employment Terms**: One-year full time to begin

**Number of Positions**: 1

**Experience**: 3-5 years preferred

**Salary**: Commensurate with education and experience

Work Location: In person

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