Full Time Executive Assistant

To provide confidential administrative support to the Executive Director and the senior leadership team. Acts as a link between directors and managers, staff, external partners, and agencies, as well as the public in general. Provides full administrative assistance, including preparing documents and presentation material, screening and responding to incoming correspondence, inquiries, and phone calls, drafting letters, and scheduling, and attending meetings, taking, and distributing minutes.

General Office:

• Performs general office duties, including: answers, screens and directs telephone calls enquires; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; sends and receives documents and material as requested
• Handle and protect extremely confidential and sensitive files; ensure the efficient processing of required documentation, agreements, contracts, and other legal documents
• Distribute both incoming and outgoing mail on a daily basis
• Perform general office duties such as answering and screening telephone calls; greeting and escorting visitors; filing documents electronically, and manually; photocopying and distributing materials as requested; sending and receiving faxes, and incoming and outgoing mail
• Redirect and/or delegate correspondence that can be handled by other personnel
• Arrange calendar entries, invitations and scheduling
• Oversee all department equipment and furnishings
• Order departmental supplies and stationary, and maintain accurate inventory
• Monitors and manages inbox of executive Director
• Responds to email on behalf of the Executive Director as requested and defined. (e.g. letters dealing with administrative issues, inquiries, acknowledgements)
• Researches and responds to routine and difficult enquiries on behalf of the ED
• Schedules meetings, prepares agenda, and takes minutes, record, prepare and distribute minutes for all department meetings

Administration

• Make travel arrangements and accommodation for HHB
• Prepare rosters and presentations for meetings and special events
• Assist in preparing updates to social media
• Organize departmental events and trainings for the Executive Director and other departments
• Resource and prepare the Executive Director's Quarterly and Annual reports

Ministry Unit Projects

• Prepare and distribute Long service recognition and retirement certificates

Human Resources

• Keep track of all Senor Leadership employee and officer sick time
• Update monthly attendance register for Employee Relations
• Prepare and distribute monthly department schedule of travel and events
• Prepare and process staff travel orders for ED and Senior Leadership staff
• Keep track of summer working hours and summer scheduling

Administrative support for all departmental Consultants

• Maintain and update all databases and lists
• Provide administrative support for departmental events including registration and scheduling
• Support External reporting as needed
• Maintain volunteer files and coordinate with directors in this capacity

Organizational Responsibilities:

• Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities
• Maintain information in confidence as required
• Participate as an active and responsible team member
• Represent the organization in a professional and engaging manner
• Participate in supervision and annual performance appraisal process
• Treat the property of The Salvation Army with due care and caution
• Act in the best interest of the employer at all times
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures
• Participate in ongoing professional development and training

• This is a permanent full time position based on 40 hours per week
• Regular work hours will be Monday to Friday 8:30 - 5:00 and includes ½ hour unpaid lunch
• This is an office working environment
• Majority of tasks will take place at 94 York Blvd
• Some travel may be required

EDUCATION, QUALIFICATIONS AND CERTIFICATIONS:

• Completion of a formal post-secondary / college diploma program of 2 or 3 academic years
• A combination of training and experience in administrative skills
• Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

• Minimum of 3-5 years of related work experience including experience dealing with office equipment and tools, and senior administrative/secretarial experience

SKILLS AND CAPABILITIES:

• Advanced level computer skills with proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, Publisher) and web-based software; experience with Office 365and Lotus Notes
• Strong sense of urgency and proven capability to manage time and multi-task to accomplish multiple and various tasks, with conflicting priorities and timelines
• Effectively and efficiently manages relationships, expectations and concerns, in a professional and courteous manner, and develops and leverages professional knowledge and working relationships for the benefit of the organization
• Ability to maintain confidentiality and a high level of integrity
• Excellent organizational and time management skills
• Excellent research skills
• Good communication and interpersonal skills (written and verbal)
• Must display sound judgment, strong attention to detail, and willingness to take initiative
• Self-starter capable of working independently with limited direction
• Keen attention to detail
• Ability to work well in a team-oriented, collaborative environment
• Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening.
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

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

You must advise your managing supervisor of your intentions prior to submitting your application.