Executive Assistant

July 13 2019
Industries Non-profit organisation - NPO
Categories Administrative, Clerical, Executive Assistant, Govt., NPO, Social & Community Work
Edmonton, AB

Do you have management experience? Are you interested in sharing your professional competencies in this role?  Do you have excellent project management, organization and communication skills that can support our executive office? You will possess a breadth of knowledge within a range of program and administrative functions including outcome measurements, practice policies and procedures, purchase of services, records management, and office procedures.

e4c is hiring an Executive Assistant in Edmonton that effectively builds working relationships at all levels within the organization and community to provide a range of services including: office management, budget administration, board & committee support, project management intervention on operational issues. You will independently plan and organize the work of the executive office and provide business advice regarding operations, opportunities and issues that arise to the attention of the strategic executive group including the CEO.

Hours: Full-time: Monday to Friday: 40 hours per week; will require some evening work, may require some weekend  and last minute notifications to attend meetings.   

Why Join Our Team       

  • Impact the day to day operations of the executive office with your in-depth specialized knowledge of senior level administrative procedures.
  • In-house collaborative training opportunities and management coaching sessions to build knowledge, skills and tools relevant to your role and duties.    
  • Robust benefit program, RRSP contributions, 4 weeks' vacation, EAP and other work related benefits.

In Your Role You Will

  • Research and provide background information and advice on organizational matters and issues related to meetings, events and the executive portfolio.
  • Compile information, prepare drafts and initiate correspondence and reports for the executive office/ CEO.
  • Organize, implement and improve business practices and procedures within the organization in collaboration with stakeholders.
  • Schedule and manage meeting appointments for the CEO and attend these meetings (when required).
  • Review and analyze reports, studies, and position papers and provide recommendations for the CEO.
  • Coordinate approval process for reports, speaking notes, expense claims and media opportunities where CEO representation is required.
  • Prepare, administer and monitor annual budgets for the Board and executive office.
  • Screen and respond to inquiries and make referrals as required.
  • Participate in employee engagement and agency activities to build and maintain communication links with all levels of staff.
  • Responsible for organizing Board of Directors meetings and events including: document control management, research and compilation of meeting materials, preparation of materials and agendas, coordinating event and board appointments, official minute taking and records documentation, tracking attendance and nomination activities.
  • Create and coordinate board orientation packages, orientation sessions, reference manuals and planning sessions and pursue follow-up actions determined.
  • Develop the board budget for presentation to the Governance Committee and monitor all budget expenditures in collaboration with the CEO.
  • Maintain mailing list of Board and Committees.

Education and Certifications

  • Degree in Business, Public Administration or other related disciplines is preferred. Equivalent combination of education and/or experience will be considered.
  • Police Information Check with Vulnerable Sector.
  • Education and training related to non-profit board governance and corporate administration functions are assets.

Experience

  • 3+ years of experience as a senior-level administrator including board governance and executive level meeting management, coordination and budget administration.
  • Experience with meeting minute taking.
  • Experience supporting multiple executives is considered an asset.
  • Experience and/or understanding of non-profit sector is considered an asset.
  • Intermediate to advanced skills in Microsoft Office Suite, EXCEL and Adobe Acrobat.

Competencies

  • Excellent business writing and communication skills that ensure concise, accurate and formatted meeting records and correspondence.  
  • Strong organizational, project management and time management skills related to workflow organization, anticipating issues, tracking projects, setting priorities and file management.
  • Ability to work cooperatively with stakeholders and act with tact and diplomacy at all times.
  • Ability to recognize and maintain confidentiality & discretion when disseminating information to stakeholders.
  • Ability to multi-task and work in a fast-paced demanding environment with opportunities to collaborate with people at all working levels.
  • Self-motivated, focused and ability to initiative and complete projects with minimal supervision.

Apply

Please submit a thoughtful Cover Letter and Resume outlining your relevant experience, qualifications and interest to:

At e4c diversity is our strength. We embrace diversity and offer equal opportunities to all qualified applicants. We welcome your application regardless of origin, culture, ethnicity, age, ability, gender identity, sexual orientation or faith.

Thank you to all those apply and those who are short-listed will be contacted.

Apply now!

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