Job Posting 70594

Administrative Assistant - Leadership Support
Archway Community Services
Fraser Valley
Abbotsford
closing today (Tue, 11 May)
part time  •  20.50-22.50

JOB POSTING # 2021-102-02
INTERNAL/EXTERNAL

Advocacy and Social Equity

Administrative Assistant – Leadership Support

Wage: $20.50-22.50 per hour

Part Time: 28 hr/wk.

Permanent

Archway Community Services has been helping people since 1969.  We provide more than 85 programs and services to clients at every stage of life.  Our vision for the future is justice, opportunities, and equitable access for all.  We strive toward that goal by fostering community well-being and social justice through positive action and leadership.  Come help us help people.

JOB SUMMARY

The Administrative Assistant – Leadership Support provides administrative support to the Director of Advocacy and Social Equity, and to the Manager, Social Justice, Seniors, and Housing.  This position is responsible for managing and maintaining schedules, assisting with special projects and program administrative needs, and supporting the day-to-day operations of the Advocacy and Social Equity Department.  The Administrative Assistant requires strong communication, organizational, and switch tasking skills.

Responsibilities

  • Manages and performs administrative tasks for the Director and programs such as preparing communications, email, and other correspondence, creates and edit documents, scheduling, coordination of meetings, invitations, agendas and taking minutes, and preparing program reports.
  • Manages calendars and develop and administers the schedules, prepares, for and ensure that all appointments, meetings, engagements, and deadlines are clear and met.
  • Manages and prepares correspondence ensuring follow up or forwarding to the appropriate team member.
  • Receives, review, and prioritizes a variety of confidential and sensitive information, such as contracts, funding opportunities, and letters, forwarding these items to appropriate people for follow up.
  • Provides reminders and follow up for meetings and appointments, ensuring appropriate lead time is given before meetings or project deadlines.
  • Prepares and edits presentations and other documents using Office 365 and Prezi.
  • Records minutes and disseminate information in an accurate and timely manner.
  • Coordinates the Director’s calendar, schedule, appointments, and travel arrangements.
  • Provides administrative assistance to Advocacy and Social Equity Department including collecting and compiling data for reporting and following up on staff assignments.
  • Communicates with the Director on a regular basis to debrief ongoing and upcoming tasks and track changes.
  • Acts with diplomacy and discretion in handling confidential and sensitive information.
  • Arranges all aspects of department team meetings, including coordinating and arranging supplies, food, and venue for meetings and events, and setting up meeting space.
  • Ensures all necessary equipment, rooms, and supplies, etc. are available for meetings and in working order prior to the meeting.
  • Purchases and/or pick up supplies, food, coffee, or other activities outside the office as required.
  • Conducts research and compiles data/information related to the department’s work.
  • Assists with overflow, special projects, and day-to-day tasks.
  • Participates in and helps to maintain a supportive, positive work culture.
  • Participates in performance management including coaching, feedback, and performance evaluations.
  • Represents the agency in the community in a professional and knowledgeable manner.
  • Other duties as assigned.

Requirements and qualifications

Education and Certification:

  • Satisfactory Criminal Records Check.
  • Completed grade 12 or equivalent credential.
  • Post-Secondary Certificate in Business Administration or related field is an asset.

Experience:

  • At least 3 years’ experience in an Administrative role.
  • At least 1 year experience supporting a person in a leadership position.

Knowledge and Skill Set

  • Strong written, verbal, and active listening skills able to communication respectfully and effectively with a people from a variety of backgrounds.
  • Well-developed knowledge of office procedures and practices.
  • Strong business writing skills.
  • Able to anticipate department and program needs and takes initiative.
  • Strong computer competency, able to use Microsoft Office365, specifically PowerPoint, Word, Outlook, and Excel and various virtual meeting platforms including Microsoft Teams and Cisco WebEx.
  • Able to type 60 WPM with a high degree of accuracy.
  • Coachable, open to new learning and new ideas.
  • Strong service orientation.
  • Strong planning, organization, and time management skills, able to prioritize and complete tasks to meet deadlines.
  • Able to work effectively individual and as a member of a team.
  • Able exercise discretion and maintain confidentiality in the course of work.
  • Strong research, analytical and critical thinking skills, able to solve a variety of problems.

WORKING CONDITIONS

  • Interruptions are common, a well-developed ability to switch task in a busy environment is important.
  • This position may interact with people in difficult situations.
  • This position generally operates on-site but may include virtual work as well.
  • This position includes various levels of social contact depending upon the work.
  • This position may work in a shared office space as long as Covid-19 restrictions are observed.

 

Closing date is May 11, 2021

TO APPLY

Interested applicants are to reference Posting # 2021-102-02 in the subject line.

Please submit your cover letter and resume to:

Email: a 

        Subject: Job Posting # 2021-102-02

 

No phone calls please. Only short-listed applicants will be contacted.

Archway Community Services is an equal opportunity employer and encourages applications from all equity seeking groups.

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