Administrative Assistant

Safe Harbour aims to be an “Employer of Choice” and to provide a low-barrier, housing-driven and recovery-focused shelter that serves some of Central Alberta’s most vulnerable people. At Safe Harbour, we focus on providing a person’s basic needs, while doing everything possible to find them a permanent, safe home that meets their individual needs and support them on their recovery journey when required. Guided by Safe Harbour’s Seven Stars (Principles) of Truth Telling, Relationship, Peace Making, Listening, Story Telling, Risk Taking and Compassion we work collectively to provide spaces of welcome and connection to our Guests, organization, and community.

**Key role**:The Administrative Assistant will provide overall administrative support to the Executive Director and Management team. Guided by Safe Harbour’s Seven Stars (Principles) of Truth Telling, Relationship, Peace Making, Listening, Story Telling, Risk Taking and Compassion, the Administrative Assistant plays a key role in the effective coordination of organizational operations and growth of Safe Harbour.

**Reports to**: Executive Director

**Key Responsibilities**:
Provides administrative support to Executive Director and Management
- Organizes files and documents either electronically or with a paper filing system
- Order office supplies and research new deals and suppliers
- Schedules and maintains a calendar of meetings for management
- Coordinates the booking and setting up of meeting rooms
- Plan meetings and take detailed minutes
- Assist in the preparation of regularly scheduled reports
- Maintain Training Records and required Certifications - all staff
- New Hire Applicant Pre-Screening, Schedule and coordinate interviews
- Completes reference checks for prospective employees
- Prepare new hire onboarding packages, name tags
- Maintains office policies, procedures and contact lists
- Books travel arrangements when needed
- Act as the point of contact for internal and external clients
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
- Liaise with executive and managers to schedule and coordinate required reporting.
- Other appropriate duties as assigned

**Desired Experience**:

- Secondary school diploma or equivalent education required
- 3 years of administrative assistant experience
- Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, Microsoft PowerPoint and Adobe Acrobat

**Core Competencies**:

- Excellent critical thinking and problem-solving skills.
- Demonstrated ability to deal effectively with multiple priorities in a fast-paced work environment.
- Professional demeanor with an ability to work with staff at all levels.
- High standards of professional integrity and proficiency.
- Strong self-care skills and LIFE/work balance.

**Skills and Attributes**
- Strong time management skills and ability to prioritize activities and high volume of tasks
- Positive attitude for greeting visitors and callers to Safe Harbour
- Ability to communicate effectively with team members or clients, funders and visitors
- Strong organizational skills to keep multiple calendars organized
- Flexibility to be able to move between activities and duties quickly if priorities change
- Accuracy, attention to detail and follow through
- Knowledge of office management systems and procedures
- Good working knowledge of office equipment
- Excellent written and verbal communication skills
- Responsible and dependable with a strong willingness to learn and adapt
- RCMP Criminal Record Check mandatory
- Only those selected for interviewing will be contacted

Pay: $24.00 per hour

Expected hours: 40 per week

**Benefits**:

- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Wellness program

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- Administrative: 3 years (required)

Work Location: In person

Application deadline: 2025-02-15