Executive Assistant to Senior Directors

Employment Type: Full time

Schedule: Monday to Friday from 8:30 a.m. to 4:30 p.m.

Reporting to: Senior Director of Affordable Housing and Property Management

City: Edmonton

Number of Positions to Fill: 1

RFR #: 1770

Working under the supervision of the Senior Director of Affordable Housing and Property Management, the Executive Assistant will have the primary responsibility of supporting the Senior Director in their daily activities and ensuring the smooth running of operations in these three areas. The Executive Assistant will perform a variety of tasks to provide support all departments across The Mustard Seed. This role will be required to take direction and work intuitively to support the completion of the program's goals and objectives in a professional manner, maintain effective communication with service and program areas both externally and within The Mustard Seed, and provide administrative support to the Senior Director.

DUTIES AND RESPONSIBILITIES:

• Administrative Support:
• • Provide high-level administrative support to the Senior Director of Affordable Housing and Property Management and Directors of various departments, including maintaining an overall awareness of their business needs and activities
• Serve as a liaison and connect with program and service areas within The Mustard Seed including HR, IT, Health and Safety, Finance and Communications, and others as required.
• Develop and maintain effective working relationships between departments at The Mustard Seed. This includes external stakeholders as directed by Senior Director and Directors.
• Coordinate and monitor time off requests for Senior Director and Directors as needed.
• Coordinate, organize and facilitate internal and external meetings.
• Manage and prioritize the Senior Director and Directors calendar, advising on daily events, issues, and preparing necessary documents and meeting materials.
• Coordinate travel arrangements and prepare itineraries.
• Assist with internal and external correspondence, legal documents, form letters, and other documents, distributing as directed.
• Draft and prepare reports, presentations, correspondence, and internal/external communications including monthly reports and KPIs.
• Coordinate and manage multiple projects, ensuring that deadlines are met, and tasks are completed efficiently.
• Provide proactive administrative support as needed to department's managers, fostering a team-focused environment.
• Assist with the advancement of Senior Director and Director's strategic plans as required.
• Financial Assistance:
• • Assist with departmental and contractual budget preparation, budget tracking and projections, monthly financial variance reports,
• Process department invoices and credit card transactions.
  Track and report on contracts and funding in relation to Housing and other departments
• Other Duties:
• • Supervise Edmonton Community Support Center Receptionist
• Coordinate office resource allocations for Community Supports Center.
• Actively participate in implementing the strategic plan for each of the departments.
• Assist with administration supports for recruitment, on/offboarding, and positions transfers within the departments.
• Assist with data collect and research for current or future program needs.
• Abide by Health and Safety protocols and procedures (ex incident repots, near misses) and mandatory training courses
• Perform other duties as assigned

MINIMUM QUALIFICATIONS AND SKILLS

• 5+ years of progressive administration experience supporting a Senior Administrative or Executive office, coupled with relevant education and/or background in office/business studies (equivalent combinations of skills, education, and experience will be considered)
• Experience working in an office setting is preferred
• Experience and knowledge of the social services sector is an asset
• Ability to interact professionally and respectfully with all personnel, executive management, high level external audiences and major stakeholders
• Ability to maintain complete discretion with confidential information
• Strong working knowledge of monitoring budgets and contracts
• Strong attention to detail, analytical skills, and time management
• Strong oral and written communication skills
• Demonstrated initiative, resourcefulness, and excellent judgment in handling multiple priorities in a fast-paced environment and can resourcefully work through changing priorities
• High level of accountability; self-driven and motivated
• Intermediate to advanced skills in MS Office
• Database experience is an asset
• Reliable vehicle, current driver's license and $2 million liability insurance

WORKING CONDITIONS

• Time in excess of regular working hours may be required on occasion
• Fast-paced challenging work environment
• This position is primarily an office position, and office space will be provided
• Traveling, driving a personal vehicle, sitting, and standing are required as part of this role
• Moderate to high mental effort is required to respond to highly intense situations
• Moderate physical effort required to successfully accomplish the essential job functions including keyboarding to word process documents, entering data into databases etc.

ADDITIONAL REQUIREMENTS

• An Employment Background Check is required for all positions at The Mustard Seed
• As The Mustard Seed is a Christian ministry, we require our employees to agree to respect and not detract from The Mustard Seed's Employment Values during their employment at The Mustard Seed.
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer

This position requires the use of a personal vehicle for company use. The candidate must have a valid driver's licence and maintain $2M Vehicle Liability insurance on the vehicle being used.

COMPENSATION & BENEFITS

The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents, matching RRSP after one year of service, and wellness days.

NOTE

• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.

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