Executive Assistant

**Location**:

- Kahnawake, QC

Duration:
Indefinite full-time position, with a 6-month probationary period.

Responsible to:

- Manager of Mental Wellness & Addictions

Description:
KSCS is seeking an experienced individual to provide administrative support to the Managers of KSCS.

Under the supervision of the Manager of Mental Wellness & Addictions, the Executive Assistant provides analytical and specialized administrative support to relieve managers of complex details; performs advanced administrative duties including issues of a highly sensitive nature related to clients and/or Board of Directors interface.

With general management direction with respect to business objective and company philosophy, independently applies in-depth knowledge of learned skills and practices associated with the job family to manage large, complex activities or projects. Knowledge and skills are considered mature or advanced.

Executes special or continuous research and data analysis tasks. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. Coordinates activities between departments and outside parties. Contacts company personnel at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Assignments may be found in various functional areas.

Decisions are based on significant analysis & interpretation with policy. Modifies methods, techniques & procedures to achieve results. Has full autonomy to deliver to predefined accountabilities. Technical output is trusted as accurate & sound.

**Responsibilities**:
**Assists and provides administrative support to the Support and Prevention Managers**
- Drafts and types letters, briefs and memos, prepares reports with accuracy, requiring correct spelling, syllabication and punctuation, proofreading for typographical and grammatical errors, and makes photocopies.
- Carries out assigned work stemming from management requests.
- Establishes and maintains office filing systems, coordinates the classification, indexing and filing of material such as records, reports, correspondences and technical documents for Managers.
- Organizes, schedules, and prepares meetings, including minute recording and follow up on meeting requirements.
- Maintains agenda/calendars/scheduling upon request.
- Conducts and complies research and data analysis tasks and prepares briefs, or reports, and recommendations.
- Coordinates projects and tracking upon request.
- Utilizes database systems to record, track and manipulate data.
- Coordinates, prepares and organizes meetings and training events for internal and external events.
- Collects and collates staff timesheets upon request of manager.
- Circulates memos and information upon request of the Managers, to KSCS staff.
- When required, takes messages, sorts and distributes mail for Managers.
- Assists with preparation of quarterly and year-end reports, coordinating and summarizing input on computer.
- When requested, covers travel arrangements for Executive Director and Managers.
- Provides support to working groups and committees as directed by immediate supervisor and managers.
- Has signing authority of up to $300.00 on purchases.

**Assists in the development of Policies & Procedures, Standard Operating Practices, MOU’s for the Support and Prevention Managers**
- Reviews and assists in the drafting and finalizing of current and new standard operating practices (SOP) in consultation with the managers.
- Interacts with Managers on policies, administrative, financial and operational issue.
- Reviews and drafts existing and new Memorandums of Understanding (MOU), and makes recommendations on proposed revisions when requested by the immediate supervisor.
- Reviews forms/templates to ensure they are up to date and consistent with the policies, procedures and directives and that any proposed revisions are approved by the Managers.

**Functions as a bridge between Managers, Directors and Executive Director**
- Advises the Managers on matters relating to personnel and general administration and recommends responses and /or course of action.
- Researches and provides various reports and /or statistics for the Managers.
- Maintains liaison with appropriate areas in Finance and Administration and alerts Managers to changes in procedures and requirements.
- Proofreads documents upon request, including management briefing notes, proposals, etc.
- Participates on, organizational/inter-organizational committees or working groups on topics that are relevant to core responsibilities at the request of the immediate supervisor.
- Ensures accurate and consistent communication flows throughout management.
- In coordination with the Executive Director’s office ensures documentation control process of all policies and SOP’s.
- Follows through with Managers to ensure communication flows regularly to Executive Director, Directors, Managers, Team Leaders