Executive Assistant

Executive Assistant (Full Time)
Are you passionate about working with Albertans with disabilities and supporting your local community? Do you have what it takes to champion our Vision to Inspire Potential, Build Community and Enrich Lives?

Easter Seals Alberta is a provincial not-for-profit organization that has been supporting Albertans for more than 70 years. Our mission is to provide services that foster inclusion, independence, and recreation for individuals with disabilities and medical conditions. We strive to ensure that the resources Albertans need for an independent and full life are available.

Easter Seals fosters a work environment that is inclusive as well as diverse, where our people can be themselves. Every idea and perspective is valued to reflect the people we serve.

We have an immediate opening for an Executive Assistant, reporting to the Director of Impact. The successful candidate will act as a strategic partner to the Director of Impact providing an increased capacity to lead. They will have good communication, organizational and interpersonal skills while being highly flexible and can easily adapt to changing needs.

General Expectations

• Embrace a culture of continuous learning and development to ensure all individuals, families, professionals, and the ESA team have access to the most current information and resources.
• Serve all internal and external stakeholders with professionalism, empathy, compassion, and understanding. Consistently ensuring a high degree of service and support.
• Communicate appropriately and effectively with all team members. Encourage, support, and empower all team members to be the best version of themselves.
• Respect and follow office procedures, policies, and protocol.
• Support diversity, equity, inclusion, and social justice practices and principles in the organization.
• The ability to adapt individual behavior and go above and beyond to support emergent needs, internally with colleagues and externally with families.

Responsibilities:

• Act as the point of contact between the Director of Impact and Program team.
• Manage director's calendar to balance priorities and anticipate scheduling conflicts. Identify urgent tasks.
• Manage director's email inbox, prioritize messages, and ensure timely follow-up aligns with ESA expectations.
• Act as a liaison and provide support to the Director of Impact, arranging and handling logistics for meetings and events, including scheduling meetings; drafting agendas; developing, compiling, and distributing presentation materials; and recording meeting minutes; recording action items and follow up.
• Support with monitoring of key program deliverables and deadlines.
• Assist with gathering program data, generating status updates, and preparing updates.
• Support or lead short-term program initiatives as assigned by the director.
• Identify administrative gaps and propose solutions.
• Manage all communications with professionalism.
• Manage digital and paper filing systems ensuring that files are organized and easy to find.
• Manage expenses and prepare expense reports, coordinating with Finance as required;
• Provide high level administrative support, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people;
• Keep others in the immediate team informed and up to date about the status/progress of projects, and all relevant or useful information related to day-to-day activities.
• Ensure vacation hours are used proportionately within the fiscal year across all locations of the Program department.
• Act as an Admin to various platforms including Salesforce.
• Other duties as required.

Qualifications:

• Minimum 3 years of related experience
• Strategic, articulate and proactive mindset, with the ability to identify gaps and propose solutions.
• Strong knowledge of MS Office applications and PC skills, particularly spreadsheets and presentation tools.
• Strong verbal/written communication skills. Incumbent must be articulate
• High level of discretion required when dealing with confidential matters
• Highly organized and strong organizational know-how.
• Good interpersonal skills

Other:

• The Executive Assistant Position is 35 hours/week and reports to the Director of Impact.
• This position will be in office with travel to other locations as required.
• A satisfactory result of police information and vulnerable sector check are conditions of employment.
• Some evening and weekend work may be required.

What we Have to Offer:

• Fun, dynamic team culture
• An opportunity to continually grow and learn
• Ability to make a difference in the lives of others
• Flexible schedule within the needs of the and organization