Job Posting 70557

Executive Assistant
Edmonton Chamber of Voluntary Organizations & Edmonton Seniors Coordinating Council
Edmonton area
closes in 4 days (Fri, 14 May)
full time  •  $50,000 - $55,000

The Edmonton Chamber of Voluntary Organizations (ECVO) helps voluntary sector (nonprofit and charitable) organizations to build and sustain their volunteer programs and services through resources, networking, and skill development opportunities.

ECVO is a member-based nonprofit organization serving voluntary sector organizations in Metro Edmonton.

 

Mission:

To strengthen the public service voluntary sector in Metro Edmonton by:

  • Leading in the voluntary sector
  • Building capacity within the voluntary sector, and
  • Giving voice to issues that impact the ability of the voluntary sector to be effective

 

Vision:

A strong, vibrant community strengthened by an effective voluntary sector working with government and business.

 

Principles:

  • We serve Metro Edmonton in all its’ diversity and strive to be as inclusive as possible in our relationship building and issue championing.
  • We aim to be a collective voice by working collaboratively through partnerships, alliances and working agreements.
  • We are committed to strong working relationships with the nonprofit sector, business and government.
  • We do not duplicate the services provided by our members and partners.
  • We operate in a way that is socially, financially and environmentally responsible

 

The Edmonton Seniors Coordinating Council, with many others in our community, is committed to building an Age-Friendly Edmonton. To have the greatest impact in supporting the community-based seniors' serving sector in addressing healthy aging outcomes for seniors, ESCC's work focuses on three goals:

  1. ESCC builds linkages and facilitates/leverages collaborative action  
  2. ESCC disseminates meaningful and timely information to network stakeholders   
  3. ESCC amplifies the voices of older adults (and the organizations that serve them)

Mission:

ESCC brings people, ideas, and information together to build collaborative approaches to services, supports and circumstances affecting older adults.

 

Vision:

Collective community action that engages, empowers and enables older adults and supports their well-being.

 

Values

Leadership - We create opportunities to develop a systemic approach and a common plan of action.  

Innovation - We challenge assumptions to create and improve processes and outcomes.

Cooperation  - We achieve more by working with others toward a common purpose.  

Knowledge - We seek and share knowledge.

Integrity - We are honest and open.

Inclusion - We respect and engage with multiple and diverse perspectives and voices to build equity.       

 

Position Overview:

 

This position is a shared services position and as such will report directly to the Executive Directors of ECVO and ESCC.

The Executive Assistant (EA) manages a wide range of administrative and organizational tasks to optimize the effectiveness and efficiency of senior leadership. The role requires highly complex, sensitive and confidential administrative duties, independent judgment and planning to coordinate meetings for various committees, prepare documents such as letters, reports, agendas and minutes for the Board of Directors and Executive Directors, manage electronic filing systems, and coordinate/maintain the Executive Director’s schedules. This individual will be required to effectively liaise with other members of the executive teams, members of the Boards, and various community partners on behalf of both organizations.

 

The Executive Assistant also understands and applies applicable Board Governance Policies and practices and ensures a high standard of accurate, timely, and impartial distribution of information.

 

Much of the work required of the Executive Assistant to the Executive Director's is self-directed and requires a high degree of professional independence, initiative and self-discipline.

 

This position requires skill in the following areas:

 

Excellent Communication: Communicating effectively is critical to the success of this position, the Executive Assistant will encourage open communication and have exceptional communication skills including verbal, written, listening and nonverbal cues.

 

Organization and Time Management: The Executive Assistant must have exceptional organization and time management skills, keeping track of multiple schedules, managing project deadlines and managing complex file storage.

 

Personal and Organizational Adaptation: In addition to understanding how a nonprofit organization operates, the Executive Assistant must have strong self-awareness and be able to anticipate, assess, and readily adapt to changing priorities, and effectively work in a changing environment.

 

Position Function:

The Executive Assistant will

 

  1. Support to the Executive Directors
  • Provide senior level administrative assistance in support of the Executive Director’s and Management Team members on department initiatives;
  • Maintain work schedules and calendars of the Executive Director’s;
  • Prepare travel schedules, book travel arrangements, and make reservations for senior management and executive staff;
  • Manage scheduling of appointments and scheduling obligations to internal and external contacts;
  • Share information/ideas clearly and listen for understanding to promote productive work relationships;
  • Provide direct administrative and office management support to the Executive Director’s, as directed by verbal or written instruction;
  • Coordinate the logistical aspects of meetings, seminars, workshops, special projects, and events;
  • Coordinate office activities; troubleshoot or escalate basic office administration issues;
  • Review all documents, reports, and correspondence prepared for Executive Director’s signatures for format, content, grammar, spelling and make edits as necessary;
  • Prepare draft reports, background documentation, and research;
  • Complete purchase orders, expense reports, and other related duties;
  • Assist the Executive Director’s with financial oversight including expediting invoices to Financial Administrator, organizing cheque signing, tracking receipts etc.
  • Take and transcribe dictation notes;
  • Prepare and review presentations;
  • Present a positive and professional image of ECVO and ESCC to all internal and external customers, suppliers, vendors, etc;
  • Other duties shall be assigned as required;
  1. Support to the Board of Directors
  • Prepare and formalize board and committee agendas, serve as recording secretary for meetings, and follow-up to outstanding items;
  • Create a board calendar with all significant areas of work for the board;
  • Work with board committees to develop workplans for each committee;
  • Create a record of motions for each board;
  • Update and provide recommendations for changes to foundational board documents;
  • Support the drafting of policies and supporting Boards of Directors in a holistic manner;
  • Other duties shall be assigned as required;
  1. Office Management
  • Overall office management and organization
  • Understanding the use of and maintenance of office equipment
  • Coordinating shared services within the office
    • Tech Support
    • Building Maintenance
    • Office Supplies
    • Maintain public calendar for meeting room bookings
  • Handling information requests and communication by telephone, fax and email
  • Coordination of membership renewal for all agencies
  • Provides accurate membership maintenance for all agencies including database maintenance and up to date membership files

 

Education and Experience:

  • Post-Secondary Diploma in Business Administration, or relevant discipline, required.
  • High School Diploma required.
  • 5 years of progressively complex senior administrative roles including applied knowledge of Board of Governance procedures preferred.

 

Desired Competencies:

  • Relationship builder, effective communicator and problem solver;
  • Motivated individual who can influence without authority;
  • Intuitive to the work demands of the ED’s and ability to carry out duties without direction;
  • Ability to prioritize work and meet deadlines with a high degree of personal initiative;
  • Superior communication and organizational skills;
  • Exceptional writing and editing skills, with proven experience in presenting complex ideas and concepts;
  • Ability to motivate, influence and optimize working relationships with senior leadership, stakeholders, and peer groups; ability to work with stakeholders to effect change.
  • Ability to synthesize and distill key information for broad consumption by the Executive Directors and Boards of Directors;
  • Self-starter who takes initiative, can successfully prioritize, and manage a varied workload;
  • Exhibits attention to detail and is committed to producing accurate and high-quality work;
  • Adjusts to evolving business needs and directions with a high degree of personal initiative;
  • Creative problem solving and judgment skills;
  • High level of professionalism, integrity, confidentially and accountability;
  • Advanced knowledge of Office 365 and an ability to learn and work in other software applications;

 

Desired Attributes:

  • A positive attitude
  • A willingness to challenge convention and a desire to learn
  • Strong personal motivation and work ethic
  • Attention to detail is essential
  • Capacity to think critically and creatively
  • Enjoys working independently, in partnerships and in team environments
  • Courageous and willing to take measured risks

 

Key Relationships and Accountabilities:

As a team member, the Engagement and Equity Specialist will;

  • Report directly to the Executive Director’s of ECVO and ESCC;
  • Frequently consult with, and provide support to, senior leadership, the boards of directors and staff.
  • Follow established policy and procedure and contribute to new policy and procedure development;
  • Act honestly, respectfully, and ethically in all relationships with other organizations, funders, government representatives and volunteers.

 

Working Conditions:

This position is a full-time position, with a standard workweek of 37.5 hours, over 5 days. Some additional work outside the regular work day is expected for evening and weekend meetings and attendance and participation at special events.  The employer of record is the Edmonton Chamber of Voluntary Organizations.

 

Please submit your cover letter and resume to:  

 

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