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Job Number:  35707
Executive Assistant
Job Posted: Monday, 12 June 2017
Closing Date: Tuesday, 20 June 2017
(63 days ago)
Edmonton Mennonite Centre
Region: Edmonton area Type: Full time
Location: Edmonton Salary: (not entered)

Title

Executive Assistant

Program

Shared Services

Hours

Full Time – 1.0 FTE

Start Date

Negotiable

Salary Range

Band C (starting at $50,676.00 per annum)

Benefits

Extended Health Benefits

Length of Contract

Ongoing

Reports to

Executive Director

Probation Period

90 days

 

Background:

Edmonton Mennonite Centre for Newcomers (EMCN) has been active in Edmonton since 1981 and works with individuals of all ages and families coming to Edmonton from every part of the world. The majority of those people are permanent residents who have been in Canada five years or less but also included are people who have become citizens, or who are refugee claimants and visitors. In a year, we serve individuals and families from more than 100 places of origin.   Services are available in both official languages and in about 30 other languages.

 

Position Description:

The Executive Assistant is a person with a broad range of superior administrative skills who will work directly with the Executive Director. With a focus of assisting agency leadership and specifically that of the Executive Director, the Executive Assistant ensures the delivery of high quality administrative and operational support services for agency programs and activities and coordinates or supports meetings of the Board of Directors, Strategic Leadership and Extended Leadership Teams. It is essential that the Executive Assistant maintains strict confidentiality and exhibit discretion and professionalism in all activities, always reflecting the values and culture of the organization.

Responsibilities:

  • Assists the Executive Director and Manager of Programs and Services by providing administrative and operational support including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential, maintaining a filing system, and resolving routine inquiries;
  • Provides administrative support to the Board of Directors, such as coordinating meetings, retreat events, Board to Board connections; arranging conference calls, updating/maintaining minutes book, maintaining the Agency membership list and managing other governance files and documentation
  • Screens incoming correspondence, plans and coordinates to ensure the Executive Director’s schedule is followed and respected; provides a "gateway" role, creating win-win situations for direct access to the Executive Director
  • Provides a bridge for smooth communication between the Executive Director and internal departments; demonstrating leadership to maintain credibility, trust and support with EMCN staff
  • Works closely and effectively with the Executive Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately
  • Communicates directly, and on behalf of the Executive Director, with board members, donors, staff, and other partners, on matters related to Agency’s initiatives; builds and maintains positive relationships crucial to the success of the Agency
  • Assists senior management with administrative support in the preparation, coordination and submission of grant proposals, projects applications and reporting to funders
  • Prepares and distributes other reports and documents, including contracts, letters of support or thanks as required by senior management
  • Coordinates meetings and documents proceedings of Strategic Leadership Team and Extended Leadership Team
  • Assists with coordination and organizing of agency events such as Annual General Meeting staff meetings, retreats, etc.
  • Completes special projects by organizing and coordinating information and requirements; planning and arranging meeting schedules; monitoring and reporting on results.
  • Conducts annual staff satisfaction survey and develops a report
  • Greets and accompanies visitors to the Executive Director’s office
  • Supervision of administrative staff including day-to-day mentorship, coordination of monthly administration meetings and approving timecards
  • Perform other tasks as assigned by the Executive Director.
  •  

Qualifications and required skills:

  • A Bachelor’s degree in a related field or equivalent combination and experience
  • High proficiency in using Microsoft Office software, particularly Outlook and Sharepoint; proficiency in Raiser’s Edge or a similar database is an asset
  • Demonstrated experience and success in a similar position;
  • Good organizational, planning, and problem solving skills; Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Demonstrated experience working in an intercultural/multicultural/cross-cultural context;
  • Strong oral and written communication skills; exceptional listening skills
  • Demonstrated capacity to work with significant independence
  • Strength in working in a team/collegial context
  • Demonstrated integrity, confidentiality and maturity to handle sensitive information
  • Proficiency in languages other than English is an asset

 

Application submission details:

 

Please submit your complete resume along with a cover letter to:

 

HR@emcn.ab.ca

Edmonton Mennonite Centre for Newcomers

11713-82Street, Edmonton, AB. T5B 2V9

 

Deadline for submission is: Tuesday 20th June, 2017 at 4:30pm MST

 

We thank all applicants but only those shortlisted for an interview will be contacted. Resume without a cover letter will be deemed as an incomplete application and will not be accepted. We welcome diversity and encourage applications from all qualified individuals

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Please submit your complete resume along with a cover letter to:



HR@emcn.ab.ca

Edmonton Mennonite Centre for Newcomers

11713-82Street, Edmonton, AB. T5B 2V9
Contact Details:
Tel: 7804247736
Fax: 7804247736
E-mail:


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