Executive Assistant

7 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**

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 requ

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