Executive and Clinical Administrative Support Specialist

About Little Warriors and the Be Brave Ranch: The Little Warriors Be Brave Ranch is a specialized treatment center located in Strathcona County, Alberta. It focuses on helping children and teens who have been sexually abused, providing them with intensive, trauma-informed, and evidence-based therapeutic interventions.

**Position Overview**:The Executive and Clinical Administrative Support Specialist plays a pivotal role in ensuring the smooth operation of the Be Brave Ranch. This position is integral to supporting the executive leadership and clinical teams, providing comprehensive administrative assistance, and maintaining a welcoming and efficient reception area. Please note that the Be Brave Ranch is a secure facility and not open to the public.

**Key Responsibilities**:

- **Reception Management**:_Professionally manage all incoming calls, screen and redirect as necessary, and maintain an organized and welcoming reception area.
- **Visitor Coordination**:_ Screen and authorize visitor access, ensuring security protocols are followed.
- **Guest Relations**:_Warmly greet all guests and visitors, providing a positive first impression while ensuring all required documentation is promptly managed.
- **Mail Handling**:_ Efficiently manage mail duties, including pickup, drop-off, opening, date stamping, and distribution to appropriate staff.
- **Office Supplies Management**:_ Order and maintain office supplies, ensuring availability and cost-effectiveness.
- **Salesforce Administration**:_ Provide support with Salesforce, including data entry, report generation, and system maintenance.
- **Administrative Support**:_ Assist the Clinical Director and Clinical Team with administrative tasks such as creating forms, PowerPoint presentations, document editing/formatting, and filing. The position also supports the Little Warriors Board of Directors meetings by preparing and distributing agenda’s and meeting minutes.
- **IT Coordination**:_ Support staff with IT issues or liaise with the IT company for technical assistance.
- **Staff Assistance**:_Provide additional support to staff as needed, ensuring smooth operations.
- **Package Preparation**:_ Prepare and send packages via courier or mail, including Prevent Itmaterials.
- **Community Engagement**:_Participate in activities to promote community awareness and enhance the image of Little Warriors.
- **Events**:_ Assist the planning team with the execution of special events, such as the Be Brave Luncheon and annual Golf Tournament as needed.
- **Donation Coordination**:_ Assist with donation pickups as required.
- **Office Maintenance**:_ Ensure the front office is kept neat, organized, and professional.
- **Continuous Improvement**:_ Maintain professional competence by sourcing best practices and seeking opportunities to enhance the efficiency and effectiveness of Little Warriors.

**Qualifications**:

- **Attention to Detail**:_Highly detail-oriented with a commitment to accuracy.
- **Technical Proficiency**:_ Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat
- **Emotional Resilience**:_Ability to handle emotionally charged inquiries with sensitivity and professionalism.
- **Confidentiality**:_Demonstrated ability to maintain confidentiality and exercise discretion.
- **Adaptability**:_Ability to work well under pressure and adapt to organizational changes.
- **Social Media Savvy**:_Good knowledge of social media platforms (Instagram, Facebook, TikTok) to support the Clinical Director in vetting educational and clinical information.
- **Creative Skills**:_ Interest in developing graphic clinical materials (journals, worksheets, handouts).
- **Problem-Solving**:_Strong problem-solving, analytical, and organizational skills.
- **Communication**:_Effective oral and written communication skills.
- **Interpersonal Skills**:_ Ability to interact with individuals of all ages and cultural backgrounds.
- **Teamwork**:_Ability to work independently and as part of a team.
- **Background Checks**:_Current Child Welfare Check and Police Information Check for vulnerable persons.
- **Education**:_Diploma in Business Administration is an asset.
- **Transportation**:_ Must have a reliable vehicle, valid drivers license and a level of comfort on rural roads in a variety of conditions.

Pay: $65,000.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- Day shift
- Monday to Friday

**Education**:

- Secondary School (preferred)

Work Location: In person