Administrative Assistant

**Position**

Administrative Assistant

**Location**

Calgary AB

**Type**

Full Time

**What will you do?**

Duties include:

- Manages the front reception desk- Warmly greeting and assisting clients and visitors
- Handling incoming and outgoing mail, faxes, and courier shipments
- Handling all incoming calls
- Performs administrative functions in support of the programs as follows:
- Coordinating program reporting requirements
- Scheduling meetings and handling all meeting logistics
- Assisting with calendar management
- Conducting program related research as required
- Managing kitchen and office supplies
- Handles Salesforce, Mobius, Compass, and GCOS entries, including:
- Verifies and/or registers incoming clients into the Salesforce, Mobius, Compass, and GCOS database system
- Oversees and coordinates all Salesforce, Mobius, Compass, and GCOS database entries, ensuring timely and accurate input including but not limited to assessments, school training and referrals, evidence entry, attendance verification, school training completions and follow-ups
- Creates and maintains accurate client files to coincide with Salesforce, Mobius, Compass, and GCOS entries
- Coordinates government contract closures including inventory reports, file submissions, and archiving procedures.
- Maintains internal tracking mechanism to verify timing of staff interventions and monitors progression of clients
- Ensures filing systems - both hard and soft copy are maintained as per policy
- Assists in completion of additional administrative projects as required
- Complies with company policies/procedures, provincial, privacy and other job-related legislation

**What does it take to do this job?**
- Completion of post-secondary education, preferably in an Administration program
- 3+ years' of related administrative experience
- 1+ years’ experience working in one the following database system Salesforce, Mobius, Compass, or GCOS.
- Intermediate to Advanced skill level in Microsoft Office
- Proven ability to multi-task and efficiently respond to changing priorities
- Strong verbal and written communication skills
- Experienced in taking meeting minutes, writing, proofing and/or editing correspondence, and compiling reports and charts
- Solid interpersonal and client service skills with the ability to work effectively with a variety of stakeholders including clients, funders and staff
- Demonstrated ability to work in a confidential environment and handle highly sensitive information
- Able to consistently display a warm, friendly, and helpful demeanor
- Organized and efficient, with a focus on continual quality improvement

**Further Notes**
- All employees must pass a criminal background check
- All employees must be flexible to work on-site in different locations in Calgary, based position and program requirements
- Prospect has a comprehensive onboarding program and supports professional development goals

About Us

**Break Barriers. Employ Change.**

Prospect helps people get jobs. We’re a not-for-profit and registered charity, so while the bottom line can’t be ignored, it’s not our priority. Clients are.

Recognizing that not everyone learns in the same way, our methods include art and the great Alberta outdoors as tools. We help young and old, people changing industries, recent immigrants, veterans, people with disabilities, and everyday Albertans who feel that the job search process has become daunting. If that sounds good to you, let’s get to work

**Enthusiastic**

Prospect approaches every opportunity with enthusiasm. We drive change with energy, optimism, and commitment. Anyone who walks through our doors can feel the positive energy.

**Professional**

In every facet of our work, our actions show a commitment to professional management and service delivery. Prospect is accountable, ethical, and honest.

**Innovative**

Prospect creates change by envisioning the end game and creating the means to realize it. We believe asking “why not?” aids progress. Solutions are created when we think beyond traditional boundaries.

**Inclusive**

Prospect is driven to achieve equal access for all to opportunities and resources. We strive to create a fair, healthy and high-performing environment where everyone is respected, encouraged and motivated, and their contributions help Prospect attain its goals.

**Collaborative**

Prospect seeks different perspectives. All parties must be engaged, including for-profit, not-for-profit, funders and government. Only by understanding all points of view can we create inclusive workplaces