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Job Number:  45354
Executive Administrative Assistant
Job Posted: Monday, 11 June 2018
Closing Date: Thursday, 21 June 2018
(54 days ago)
The Salvation Army Thunder Bay Community & Residential Services
Region: Northern Ontario Type: Full time
Location: Thunder Bay Salary: $18.00 per hour

RESPONSIBILITIES

Handle and ensure the protection of extremely confidential and sensitive client and/ or program files; ensure the efficient processing of required documentation, agreements, contracts, and other legal documents.

During the absence of the Executive Director, may act on routine and non-emergency administrative matters.

Manage all electronic mail, and compose routine responses as necessary, prepare regular correspondence in for signatures and distribution.

Prepare agendas, and take minutes; type and circulate minutes within one week of the meeting; transcribe, draft, and type all correspondence; sort and prioritize work assignments within general guidelines; research and respond to difficult enquiries on behalf of the Executive Director

Secure information required for various Boards and meetings, and ensures relevant binders are up to date and compiles information for reports.

Research and compile background documents for various meetings and inquiries.

Ensure all deadlines for various reports, requests and projects, as outlined are met; if necessary, send out reminders.

Redirect and/or delegate correspondence that can be handled by other personnel.

Prepare presentations, brochures, fliers, advertisements, invitations, and certificates.

Draft correspondence on behalf of the Executive Director

Perform general office duties such as answers and screens telephone calls; greets and escorts visitors, files documents electronically, manually, photocopies and distributes materials as requested; sends and receives faxes, incoming and outgoing mail

Maintain schedules/calendars, appointments and deadlines, providing timely reminders.  Arrange and organize all visits and travel arrangements as required. 

Schedule meetings, ensures ED has required information and materials; responsible for meeting logistics (location, food, etc.)

Perform duties connected with Agresso and TEM (coding, scanning and submitting) on behalf of the Executive Director; income tax receipting in cooperation with Community Engagement Department

Complete in a timely, accurate manner monthly statistics and reports.

Order and maintain office supplies

Assist with special events as required

Perform other position related duties as required.

 

QUALIFICATIONS

Completed a Community College certificate or diploma program in Business Administration or related discipline is required.

Minimum of five (5) years of prior related experience at a senior executive level, and experience with bookkeeping and basic event planning

Demonstrate a high level of integrity, good judgment and ability to maintain appropriate confidentiality

Excellent organizational, interpersonal, critical thinking and problem solving skills are required

Full comprehension of office management systems and procedures

Exceptional written and verbal communication and interpersonal skills for relationship building

Exemplary planning and time management skills

Ability to multitask and prioritize daily workload

Initiative and ability to anticipate needs and provide solutions/options, particularly when confronted with ambiguity and a high degree of change 

Ability to follow directives is self-directed and self-disciplined.

Ability to work independently as well as part of a team with supervision in a multi-faceted environment

Non-Violent Crisis Intervention Training, or willingness to obtain

Certification in CPR/First Aid

Ability to work under stressful circumstances

Thrive on learning new things: processes, systems, concepts, ideas, topics, etc. 

Advanced working knowledge of Microsoft Office, Word, Outlook, Excel and PowerPoint, and ability and willingness to learn new technologies and tools and Publisher, other computer programs such as Adobe and Lotus Notes

Immunization for Hepatitis B and vaccination against Tuberculosis

Valid Ontario Class “G” Driver’s license, provide an original driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.

Be able to obtain clearance through the Enhanced Reliability Screening through Corrections Canada.

Provide an original copy of a Background Check with vulnerable sector screening that is satisfactory to The Salvation Army, in its sole discretion, is required.  The screening is secured either through the national Canadian Police Information Centre (CPIC) or through a local police detachment

Screening through The Salvation Army Abuse Registry

Support for and an understanding of the mission and purpose of The Salvation Army

NOTE: Alternative combinations of education and experience may be considered

 

This is a permanent full-time position based on 35 hours per week.  Schedule may vary according to requirements of responsibilities– some weekend and evening work may be required.  Flexibility to be available outside of normal work hours to provide support on urgent matters or to meet tight deadlines

 

Normal hours of work:   8:30 a.m. to 4:00 p.m. Monday to Friday and includes a ½ hour unpaid meal break.

 

Interested applicants must respond in writing with a cover letter and resume

 

We thank all applicants, however, only those candidates to be interviewed will be contacted.

 

 

The Salvation Army will accommodate candidates as required under applicable human rights legislation.   If you require a disability-related accommodation during this process, please inform us of your requirements.

 

Internal Applicants, please advise Department Heads of your intentions prior to submitting your application.

 

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Mail:
The Salvation Army Thunder Bay CARS
Attention: Employee Relations Department
545 N. Cumberland St
Thunder Bay, ON P7A 4S2

or

E-mail:
Or
Fax: (807) 345-0409
Attention: Employee Relations Department
Please no phone calls.
Contact Details:
Refer to How to Apply.


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