Executive Assistant

Job Summary

EXECUTIVE ASSISTANT

The Executive Assistant's position is to provide superior administrative support to the Executive Director. The Executive Assistant role requires excellent administrative skills and the ability to function efficiently as a support person, while working with minimum supervision. The incumbent must excel in the knowledge of Microsoft Office Applications, minute taking, and must maintain a high degree of confidentiality. This position will also support the Finance Department with some delegated duties described below.

KEY DUTIES AND RESPONSIBILITIES:

Calendar & Schedule Management

• Coordinates executive's calendar
• Schedule meetings, appointments, and events
• Coordinates internal and external meetings, including Board meetings and AGM's

Communication Handling

• Screen and prioritize phone calls and correspondence
• Produce a variety of documents including correspondence, memos, meeting agendas & minutes, reports, spreadsheets, databases and presentations.
• Administers AHSPG website and other external social media communications, as required.
• Collaborates and supports the creation of the quarterly Newsletter

Travel Coordination

• Book travel arrangements (flights, accommodations, transportation)
• Prepare detailed itineraries
• Handle travel changes or cancellations as needed

Meeting Preparation

• Coordinate and schedules all logistics for virtual and in-person meetings including Board meetings, Committee and other meetings.
• Ensures preparation and distribution of minutes, agendas and packages, correspondence, reports and gathering background material are distributed in advance of the meetings.
• Prepares and gathers reports and spreadsheets as directed

Document Management

• Maintains and organizes confidential files and records
• Manages Board governance documents
• Distributes correspondence
• Ensure document accuracy
• Responsible for document control (records retention and destruction of confidential documents)

Project Assistance

• Assist with planning and execution of special projects
• Track project timelines and deliverables
• Conduct research and compile data for executive use

Office and Administrative Support

• Provides admin support to the Executive Director as required
• Reconciles expenses and processes reimbursements
• Order office supplies or equipment
• Oversees the mail distribution system and document control.
• Manages office physical and electronic filing system.
• Provides support/vacation coverage to other Administration staff as required.
• Responsible for transcribing of meeting minutes, responsible for ensuring that AGM and Special Meeting Minutes, motions, and related documentation are produced and distributed in an orderly, accurate, and timely fashion.

Confidentiality and Discretion

• Handle sensitive information with the utmost confidentiality

Event Planning

• Coordination of AHSPG events; plan and execute events, conferences, or team-building activities

Relationship Management

• Build relationships with key stakeholders, tenants, and team members
• Represent the executive in a professional manner
• Onboards and orients new employees to the office environment

Finance Support as required;

• Processes employee expense forms and accounts payable invoices, fielding inquiries
• In collaboration with the Tenancy Relations Advisor Team, administrates sending arrear rent accounts to collections
• Supports cash receipting and performs cash receipt duties from time to time
• Reconciles cash receipt payments and prepares weekly deposits
• Assists in reconciling credit cards and processes
• Records management, accurately files all processed invoices and documents

Other related duties, as requested by Executive Director.

SKILLS & QUALIFICATIONS:

• A post-secondary Certificate in a relevant field or 3 years of related administrative experience or an equivalent combination of education and experience.
• Maintain a valid driver's license and provide a driver's abstract annually.
• Successfully complete and maintain Criminal Record Clearances
• Advanced computer skills and experience, including proven experience with Microsoft Office Suites and knowledge of office management systems and procedures.
• Ability to work with a demanding workload, changing priorities and frequent interruptions.
• Excellent written and verbal communication, collaboration and relationship-building skills.
• Excellent time management skills and ability to multi-task and prioritize work.
• Passion for accuracy and detail and problem-solving.
• Excellent written and verbal communication skills with strong organizational and planning skills.
• Ability to work well with minimum supervision.
• Ability to handle sensitive information with confidentiality and professionalism.
• Knowledge and experience in working with Aboriginal groups/communities.
• Appreciation, awareness, and sensitivity of Indigenous history and culture, as well as a thorough understanding of the complexities of working with diverse populations.

Starting wage dependent upon related experience and education.

Please send your resume and include a cover letter outlining why you are a good fit for this role to:

Job Types: Full-time, Permanent

Pay: $25.00-$31.00 per hour

Expected hours: 35 per week

Benefits:

• Casual dress
• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Vision care

Work Location: In person