Executive Assistant

2 days ago

Cambridge, Canada Waterloo Regional Police Association Full time

**Job Summary**

**General Duties**

1. Promptly receive, screen and log in database, where appropriate, incoming calls to staff, the President and/or Vice President, Board of Directors providing friendly and professional greeting, taking messages as appropriate and eliciting necessary information to allow timely and accurate responses. Distributes electronically and/or respond where appropriate.

2. Log all incoming and outgoing correspondence.

4. Performs a variety of clerical activities, such as preparation of correspondence or management notes, preparation of meeting agendas and minutes, including Executive Board Meeting and Annual General Meting preparation, correspondence, and documentation requirements.

5. Communicates on behalf of the President and/or Vice President to WRPS Supervisors in order to request and arrange Board members’ required attendance at Association functions.

6. Communicates with Police Association of Ontario (PAO) and Canadian Police Association (CPA) to coordinate WRPA Board member attendance at meetings and conferences and to communicate member status changes.

7. Maintains and updates all members records in the member database, such as changes in address, contact information, WSIB, legal and other issues. Prepares members dues reconciliation/summaries.

8. Prepares and/all invoices for President and Vice President to approve prior to going to Finance Manager.

9. Assist with and organize meetings and/or special events including annual Christmas parties, General meetings, Retirement Dinners, Charity Golf Tournament and other events as assigned.

11. Develop and maintain a well-organized filing system that permits easy reference and rapid retrieval of information.

12. Keep track of expenditures for office equipment and supplies under the direction of the President and/or Vice President.

13. Provide relief for other Association employees while they are on Annual Leave.

14. Perform additional functions as directed. It is understood and agreed that the job description of the Executive Assistant is constantly evolving to meet the needs of the Waterloo Regional Police Association.

**Working Conditions**

Open-concept office. Duties involve exposure to highly confidential and sensitive information which cannot be shared except in the course of judicial proceedings.

**Physical & Sensory Demands / Dexterity**

Assignments will involve activities such as reading, writing, keyboarding, listening, talking, sitting for long periods of time, standing, walking, bending and reaching.

**Required Skills**:
1. Strong organizational skills, including the ability to multi-task

2. Ability to handle sensitive and/or confidential information with the utmost discretion

3. Attention to detail, ability to input accurate data/information and proofread documents for spelling, grammatical and inaccurate information.

4. Strong interpersonal skills as well as the ability to act with diplomacy and professionalism at all times.

6. Knowledge of general office equipment such as computers, printers, photocopiers and postage machines.

**Training**

On-the-job training will be provided

**Required Competencies**

Minimum Grade 12, or the equivalent

Post secondary administrative assistant certificate/diploma is an asset

A minimum of 2 years in an Administrative Role is an asset.

Pay: $60,000.00-$65,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Mileage reimbursement
- On-site parking
- Tuition reimbursement
- Vision care

Work Location: In person

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