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Company Name:
Calgary Women's Emergency Shelter
Approximate Salary:
Not Specified
Location:
Calgary , Alberta
Country:
Canada
Industry:
Social Services
Position type:
Full Time
Experience level:
5+ years
Education level:
Some College Coursework

EXECUTIVE/OFFICE ASSISTANT

This position is responsible for providing administrative support to the Executive Director, Board of Directors and the Administrative Office. The position of Executive/Office Assistant reports to the Executive Director, hours of work are Monday to Friday, 35 hours per week; however there is some evening work required occasionally. THE JOB WILL BEGIN AS A 3 MONTH TEMPORARY CONTRACT WITH THE POSSIBILITY OF WORKING INTO A FULL TIME ROLE.

 DUTIES AND RESPONSIBILITIES:

 To support the Executive Director by:

  • Assisting with scheduling, rescheduling and confirmation of meetings and appointments.
  • Preparing routine responses to letters and information requests on behalf of the Executive Director
  • Maintaining comprehensive confidential files, including funding agreements.
  • Assisting with the development of policies and procedures in consultation with the Executive Director;
  • Maintaining the master Policies and Procedures manual in both hard copy and electronic format.
  • Assisting with the completion of reports for appropriate funders for review by the Executive Director, and submission to funders in a timely manner.

 To support the Board of Directors by:

  • Providing confidential assistance to the Board of Directors, the Board Executive and Committees as required.
  • Preparing and distributing minutes, agendas, motions for approval, and information packages for Board of Directors’ and Finance meetings.
  • Monitoring compliance with the legal requirements of the By-laws, and advising the appropriate Board members.
    • Serving as a primary contact between Board members and CWES staff.

 To support the Administrative Office:

  • Receiving telephone calls and visitors, and redirecting to the appropriate parties as required. 
  • Distributing incoming mail and coordinating the flow of information to and from other departments/programs.
  • Work with Managers and Administrative Assistants to ensure timely and accurate storage of records. 
  • Maintain, track and sustain inventory of client files within Iron Mountain.
  • Assist staff members to retrieve records and update inventory as required.
  • Coordinate administration office furniture, office recycling, ordering office supplies and general administration.
  • Some on-boarding duties such as computer access, email accounts, office space and telephone assignments

SKILLS & QUALIFICATIONS

 Post-secondary education; a focus in Business Administration preferred.

  • Two years experience as an Executive Assistant in a similar or related role with preference given to candidates with not-for-profit experience.
  • High level of proficiency with Microsoft Office: Outlook, Word, Excel, Power Point and working knowledge of database administration.
  • Must have skills and knowledge to operate office equipment associated with clerical functions, i.e., computers, printers, photocopiers, fax machines, etc.
  • A strong communication (oral and written) skill in English, including use of proper grammar is a requirement.
  • Professional and discrete with regard to confidential information.
  • High level of initiative,  strong organizational skills to assume the diverse responsibilities and duties of the position, proficient in setting priorities, effective coordination, time management, and multi-tasking in a competent and effective manner.
  • A criminal record search and an intervention check is a condition of employment.