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Company Name:
Inn from the Cold
Approximate Salary:
Not Specified
Location:
Calgary, Alberta
Country:
Canada
Industry:
Social Services
Position type:
Full Time
Experience level:
2 - 5 years
Education level:
Some College Coursework

Executive Assistant

Executive Assistant

You have a passion for making a difference, you crave the opportunity to impact your community and you would describe yourself as someone who seeks a career with purpose. You have a strong internal drive that pushes you to seek challenging work in a collaborative, professional and reputable environment that does meaningful work in Calgary.

At Inn from the Cold (IFTC), our mission is to offer shelter, sanctuary, and healing to assist homeless children and their families achieve independence.  We need passionate, high-performing and solution-oriented team members to achieve our mission and have an exciting and challenging opportunity for the right candidate.

Position Summary: 

Reporting directly to the Executive Director (ED), the Executive Assistant (EA) is responsible for providing administrative and organizational support to ensure effective and efficient accomplishment of the Executive’s department’s purpose and goals.  This role will serve as a direct representative of the Executive ensuring excellent representation of the ED, the team of Directors and the organization overall whether internal or external.  The EA will conduct all responsibilities with the highest level of integrity and care in accordance with (IFTC) mission, vision and values.

Primary Duties and Responsibilities:

The EA will coordinate the office activities and provide advanced administrative support activities for the ED and Directors of IFTC as related to communications, calendar management, presentations, meetings and project support.  Specific duties may include:

  • Leading by example in facilitating strong and effective cross-departmental communications and teamwork including: active participation in team meetings, providing suggestions that facilitate teamwork, effectiveness, efficiency and further the mission of IFTC.
  • Providing executive support to the ED, serving as a gatekeeper and providing calendar management.
  • Answering and screening calls and inquiries, responding to direct requests for information and delegating to appropriate staff.
  • Serving as a liaison to the Board of Directors.
  • Serving as a point of contact for the ED and Directors.
  • Preparing and monitoring correspondence, agendas and other material as requested.
  • Scheduling and preparing for IFTC meetings: meeting logistics, meeting minutes.
  • Organizing, administering and implementing assigned departmental projects with minimum supervision.
  • Managing appointments, schedule conferences and travel.
  • General office duties: filing, photo copying, email and faxing.
  • Processing and tracking the Executive’s department invoices, budgets and expense reports.
  • Assisting other team members and supervisors. 
  • Pro-actively seeking quality improvement activities related to the individual, team and organization performance management; continually ensures efficient flow.
  • Maintaining a positive working relationship with staff.
  • Other duties as assigned.

Qualifications:

  • Post-secondary education or equivalent experience.
  • Minimum of 4 years of administrative experience.
  • Intermediate level proficiency using MS Office software including: Word, Excel, PowerPoint and Outlook.
  • Experience handling a wide range of administrative and executive support-related tasks
  • Able to work independently.
  • Well-organized with ability to successfully manage multiple projects and prioritize effectively.
  • Commitment to accuracy and attention to detail.
  • Strong written, proofreading and oral communication skills.
  • Strong time management skills.
  • Trustworthy; high level of professional discretionary judgement.
  • Proactive; able to anticipate the needs of directors to ensure their efficiency and effectiveness.
  • Reliable; attendance and timely completion of work/projects.
  • Flexible; able to positively adapt to the changing needs of the ED and Directors.

This position description reflects the general duties of the position, but is not intended to be a detailed description of all duties that may be inherent in the position.

Please send resumes to Marj Kyle, HR Partner, at [email protected] by September 20, 2017.  Only those selected will be contacted.  No phone calls please.

 

Values:

  • Embrace Compassion: we fulfill a duty of care, not only to our guests, but to our colleagues and our community
  • Exhibit Courage: we uphold the convictions of the organization and support our community, especially when faced with adversity
  • Work Inclusively: we foster a culture where all stakeholders feel they have an opportunity to turn their potential into performance
  • Demonstrate Respect: we believe the way we treat each other in achieving our objectives is just as important as what we achieve
  • Act with Accountability: we demonstrate a commitment to our word, accept responsibility for our mistakes, and take action to address them
  • Encourage Innovation: we take informed risks and champion new ideas