Job Posting 72985

Executive Assistant
the Bissell Centre
Edmonton area
10527 96 Street
closed 14 days ago (Thu, 22 Jul)
full time - term / contract

Executive Assistant

Through the vision to eliminate poverty in our community and guided by a passionate concern for the dignity and well-being of each individual, Bissell Centre’s work is based on building relationships, hope and trust. Our mission is to work with others to empower people to move from poverty to cultural, social, and economic prosperity. We empower people to meet their own basic daily needs, participate in community and have sustainable livelihoods, secure housing, feel hope for the future and make plans for a prosperous life. By joining Bissell Centre, you will become part of a fast-paced and dedicated team that works together to realize our vision.

Currently, Bissell Centre is looking for the right individual to fill the position of Executive Assistant (FT 1 year contract). The Executive Assistant provides executive assistance and support to the Chief Executive Officer, Chief Financial Officer, Chief Operations Officer (collectively, the “Officers” and senior management (the “Leadership Team”).  They are responsible to plan, direct and coordinate designated organizational activities, complete special administrative projects, and perform donations management activities. There is the opportunity for future development of this role. 

 

DUTIES AND RESPONSIBILITIES

Executive Support 

  • Completes a broad variety of administrative tasks for the Officers including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries and agendas; and compiling meeting documents. 
  • As directed by the CEO, communicates directly with donors, stakeholders and others. 
  • Researches, priorities, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.  Determines appropriate course of action, referral, or response. 
  • Works closely and effectively with the Officers to keep them well informed of upcoming commitments and responsibilities, following up appropriately.  Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Officers updated. 
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Officers. 
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, response letters, and other tasks that facilitate the CEO’s ability to effectively lead the company. 
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures. 
  • Attend at and prepare meeting minutes, as required by the Officers. 
  • Prepare meeting briefs for the officers 
  • Coordinate with internal project managers to ensure timely authorizations. 

  

Leadership Team Support 

  • Provides administrative support to the Leadership Team, as required. 
  • Prepares reports, memos, and documents, as directed. 
  • Assists in gathering information and drafting reports specific to the Leadership Team

(program, quarterly and annual reports).  

  • Develops and maintains updated files and record systems of the Executive Office. 
  • Participates in Safety Walks as part of the Leadership Team rotation.

 

Records Management 

  • Assists the CFO in developing and maintaining a centralized records management system (both electronic and hard copy) to ensure the safe storage and disposal of agency records, program contracts, funding submissions and reports. 

 

Staff Event Planning and Coordination 

  • Assist with the planning and coordination of specific functions, as assigned by an Officer.  
  • Plan and coordinate the venue, invitations, event promotion, food, transportation, speakers, audio-visual equipment, materials, set-up, tear-down, volunteers, and any other assigned and/or deemed necessary items and activities for the functions.  

 

Administrative Projects Completion 

  • Plan, organize, and complete supervisor-approved administrative projects.
  • Perform other duties as required.

 

Qualifications 

  • Diploma in related field.
  • Experience supporting senior-level executives in an administrative role.
  • A minimum of three years’ experience in a similar position.  An equivalent combination of education and experience will be considered. 
  • Specific skills and a high degree of demonstrated competency in computer software programs (Outlook, Word, Excel, PowerPoint, and @Ease) and information management (organization and management of files and records). 
  • Excellent organizational skills, strong problem-solving skills and ability to flexibly manage and prioritize multiple tasks seamlessly with excellent attention to detail. 
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Proven ability to handle confidential information with discretion and be adaptable to various competing demands.
  • Ability to work under pressure; uses considerable judgment to manage day-to-day decisions, prioritize work, work independently and demonstrate initiative. 
  • Expert level written and verbal communication skills.
  • Very strong interpersonal skills. 
  • Knowledge and experience of the non-profit sector is highly desirable. 
  • Familiarity with issues of poverty and Edmonton’s urban core is an asset.

Conditions of Work 

  • Operation of personal vehicle required.
  • Flexibility of the working day is inherent in the position. The workload fluctuates. Flexibility to work evenings and weekends is required.

 

Personal Characteristics 

The Executive Assistant should demonstrate competence in all of the following: 

  • Behave Ethically:Understand ethical behaviour and business practices and ensure own behaviour is consistent with these standards and aligns with the mission and core values of Bissell Centre. 
  • Build Relationships:Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.  
  • Communicate Effectively:Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.  
  • Focus on Client Needs:Anticipate, understand, and respond to the needs of clients and the community to meet or exceed their expectations within the organizational parameters.  
  • Foster Teamwork:Foster, sustain and role model productive team management practices, and contribute to a positive team environment. Share expertise and knowledge to support, coach and develop others. 
  • Make Decisions:Assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the organization. 
  • Organizational Skills:Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.  
  • Plan:Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.  
  • Solve Problems:Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.  

Direct Reports 

  • n/a

Screening Requirements 

  • Criminal Record Check
  • Child Intervention Record Check
  • Valid Driver’s License, satisfactory driver’s abstract and own their own vehicle including proof of $2 million PLPD insurance

 

Training Requirements 

  • Conflict Into Calm Training

  

The above noted training must be completed during the first six months of employment or as agreed upon with the supervisor. 

above-noted training must be completed during the first six months of employment.

 

Job Type: 1 year contract, full-time

Application Deadline: July 22, 2021

 

Interested candidates are invited to submit their resume and cover letter to:

Human Resources

E-mail:

 

We thank all applicants for their interest. However, only candidates selected for interview will be contacted.

Bissell Centre is an equal opportunity employer who is committed to diversity within our community and welcomes applications from all qualified individuals regardless of race, national or ethnic origin, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, or disability. Bissell Centre is committed to the principle of equal employment opportunity for all employees, in accordance with provincially and federally legislated protected grounds.

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