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Job Number:  41831
Executive Assistant
Job Posted: Friday, 9 February 2018
Closing Date: Friday, 23 February 2018
(tomorrow)
Edmonton Mennonite Centre
Region: Edmonton area Type: Full time
Location: Edmonton Salary: (not entered)

Title

Executive Assistant

Program

General Administration

Hours

1.0 FTE ( 37.5 hrs/week)

Start Date

ASAP

Salary

Band “E”: $ 64,195.00 annually

Length of Contract

On-going

Benefits

Extended Health Benefits

Reports to

Executive Director

Probation Period

6 months

 

 

 

 

 

Background:

EMCN has been supporting newcomers of all ages and families, including refugees, skilled immigrants, refugee claimants, and citizens since 1981. In a year, we serve newcomers from more than 100 countries of origin, and offer services in over 30 languages.

 

At EMCN, our goal is to create a society which is based on the dignity of every human being through projecting our values of Social Justice, Diversity, Compassion and Responsibility.

 

Our vision is to see a future where many citizens walk with newcomers to bridge their transition into the Community by serving as a key catalyst and leading collaborator in positively shaping the attitudes, behaviors and practices of organizations and individuals to value the diversity that newcomers bring to the community.

 

EMCN strives to offer strengths-based and team-based client-centered holistic practices as we collaborate with newcomers to achieve their goals and to enhance quality of life for newcomers and all Canadians.

 

Summary of Position:

The Executive Assistant is a key point of contact for the Executive Director (ED), the Deputy Executive Director (DED), the Board of Directors and Management. 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.

The EA plays a significant and diplomatic role in support of the Executive Director’s office as well as maintaining excellent relationships with external stakeholders. It is essential that the Executive Assistant maintains strict confidentiality and exhibits discretion and professionalism in all activities, always reflecting the values and culture of the organization.

 

Main Responsibility:

 

Administrative Support to the Executive Director and Leadership Team

  • Relieves the Executive Director of operational and administrative details and performs administrative functions that require a thorough knowledge of policies, procedures, and operations and an understanding of the Agency's role within the community.
  • Serves as a liaison between the Executive Director, Management, members of the Board, public and private officials, various boards, staff, and the various publics served by the Agency.
  • Communicates and/or interprets policy, decisions, and documents issued by the Agency, gathering information and providing information to the Executive Director and representing the Executive Director’s Office on select committees.
  • Represents the Executive Director by welcoming visitors, reviewing correspondence; answering questions; preparing and editing articles; designing graphic presentation; producing and distributing.
  • Helps Management make consistent decisions by advising them of historical precedents; serving as liaison between them and the ED.
  • Works closely and effectively with the Executive Director, and the Deputy Executive Director to perform a variety of highly-sensitive, confidential duties with discretion.
  • Keeps management well informed of upcoming commitments and responsibilities, and following up appropriately.
  • Prepares and distributes other reports and documents, including contracts, letters of support or thanks as required by senior management.

 

Board of Directors and Committee Administration

  • Provides administrative support to the Board of Directors, such as coordinating meetings of the Board and all ad hoc working group committees, 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.
  • Acts as primary contact for the Board of Directors and committee members.
  • 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.
  • Oversees the compilation and distribution of Board and committee materials, including preparing meeting agendas, and compiling/circulating information packages to attendees in advance of meetings.
  • Manages Board and committee annual work plans, supporting development and monitoring of relevant governance policies and bylaws.

Communication and Coordination

  • Enhances Executive Director and agency’s’ reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
  • Maintains recurring contact with members of the Board, senior administrators and executives, public and private officials, and the media.
  • Uses discretion in the dissemination of information to staff and the various publics served by the Agency.
  • Provides a bridge for smooth communication between the Executive Director and both internal and external shareholders.
  • Coordinates meetings and documents the proceedings of Strategic Leadership Team and Extended Leadership Team.
  • Maintains high level of awareness of executive’s activities in order to proactively anticipate executive’s needs.
  • Refers and handles matters requiring attention in the ED’s absence.

Project Support

  • Completes projects and special assignment by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; and making adjustments to plans.
  • Assists senior management with administrative support in the preparation, coordination and submission of grant proposals, projects applications and reporting to funders
  • Assists with coordination and organizing of agency events such as Annual General Meeting staff meetings, retreats, etc.
  • Conducts annual staff satisfaction survey and develops a report
  • Prepare draft reports, compile background documentation, and conduct research
  • Prepare, undertake and assume responsibility for special projects as requested by the ED, in accordance with management’s needs.
  • Responsible for maintaining master flies and documents related to projects
  • Assists in the preparation of the annual budget for expenses related to ED and DED’s office.Supervision and Coaching
  • Supervision of administrative staff including day-to-day mentorship, coordination of monthly administration meetings and approving timecards.
  • Facilitates process mapping and planning activities to increase the efficacy and efficiency of the Agency’s administrative team.
  • Perform other tasks as assigned by the Executive Director.

 

  • Experience and 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
  • 2 years demonstrated experience and success in a similar position; preferably in the not-for-profit or government sector
  • 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

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

 

Deadline for submission is at 4:30pm MST on February 23rd, 2018.

We thank all applicants, however only those selected for an interview will be contacted. Resume without a cover letter will be deemed as an incomplete application and will not be accepted.

We are an equal opportunity employer and are committed to increasing diversity in our workforce and inclusion in our organizational practices. We encourage candidates of all backgrounds and experiences to apply.

*By applying you may be considered for other positions commensurate to your qualifications and experience within the Agency.

 

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
11713-82 Street, Edmonton, AB. T5B 2V9
Contact Details:
Edmonton Mennonite Centre
11713 82 street
Edmonton, AB, T5B 2V9

Tel: 7804247736
Fax: 7804247736
E-mail:


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