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Company Name:
Momentum
Approximate Salary:
Not Specified
Location:
Calgary, Alberta
Country:
Canada
Industry:
Other
Position type:
Full Time
Experience level:
Not specified
Education level:
Not specified

Executive Assistant

Want to do work that makes a difference?

Join us as we work to change lives and build a more inclusive economy in Calgary!

Check out our mission, vision and values on our website. We invite you to read about how we work with our participants to make a difference.

Momentum staff are expected to work cooperatively with others; demonstrate flexibility in organizing work; have good communication skills; and demonstrate thoughtfulness in decision making. As a learning organization Momentum staff are also expected to continuously develop professionally and personally.

Staff must be non-judgmental and receptive in approach and reflect genuine concern, respect and commitment towards the individual, family and community.

The Organization:
Momentum is an award winning and nationally recognized community economic development organization utilizing innovative approaches to poverty reduction. We use financial literacy, skills training, and small business development as tools to empower people as they exit poverty. We also approach poverty from a systems change lens, considering public policy and building the capacity of the community to scale Community Economic Development impacts.

We are an employer of choice and were selected as one of Alberta’s Top 70 Employers for 2016. We provide competitive compensation and benefits with an unparalleled work environment. We are professional and diverse, so you’ll find a range of people and backgrounds working here: from MBAs to Social Workers and everything in between.

We’re serious about our work but we don’t take ourselves too seriously and love to celebrate and have fun along the way.

If this sounds like a place where you would want to work, please review the position below to see if there’s a fit with your skills and experience.  

What you’ll be doing:

The Executive Assistant reports to the Executive Director. The position provides executive level administrative support, liaison and Board support to the Executive Director, with support to the Board Chair, and Leadership Team as requested. Who we’re looking for:

• Are you highly organized?
• Do you like helping a team work effectively?
• Are you passionate about helping a community change making organization excel?
• Are you interested in the role of a Board in governing an organization?
• Do you love to cross all the ‘t’s’ and dot all the ‘i’s’? 

Primary Relationships:
• Executive Director (supervisor)
• Director of Operations
• Board Chair and Board of Directors
• Director (Leadership)Team 

Key areas of responsibility:

Priority management - To coordinate and schedule the administration and workflow of the Executive Director’s office and support the organizational leadership team. Activities:
• Manage the Executive Director’s meeting schedule and electronic calendar to maximize efficiency 
• Keep tasks and reports on schedule
• Track tasks with deadlines, to ensure they are completed

Communications and administrative support - To manage the Executive Director’s correspondence and paperwork (hard copy and electronic) in a confidential, time sensitive manner. To assist the Executive Director with information and communication with donors, funders and other key organizational stakeholders.

Activities:
• Support Executive Director with regular communication with and invitations for organizational stakeholders
• Draft and copy edit documents prepared for internal and external stakeholders
• Screen Executive Director’s emails, forward and/or respond directly when appropriate.
• Support research on and communication with funders and donors
• Schedule, coordinate and set up for meetings
• Make travel arrangements and prepare expense claims as required

Governance administration -Manage all aspects of administration for the Board of Directors and support organizational governance.

Activities:
• Function as the governance administrator as delegated by the Board Secretary
• With direction from the Executive Director, prepare and ensure distribution of agendas and supporting documents for meetings as week board meeting minutes and all staff update
• Schedule and monitor all board meeting and Governance Committee actions and/or decisions.
• Organize the business session at the Annual General Meeting and serve as recording Secretary
• Support organizational membership engagement and tracking 

Data management - Update and maintain databases, contact management, contracts/agreements and other records and documents.

Activities:
• Update and maintain accurate funder records using Raisers Edge
• Manage electronic address books using the organization’s current contact management software (Outlook)
• Manage electronic and paper funder file
• Enter funder reporting dates into electronic calendar

Reports and proposals - To provide administrative support to the Executive Director and other Leadership Team members in preparing reports and proposals

Activities:
• With direction from Momentum’s leadership team, assist in the preparation, management and submission of funder reports, proposals and other types of complex documents
• Lead use of funder reporting/proposal software
• Copy edit and proofread key reports and proposals

Events and project support - Assist with organizational events and projects. Provide support to Momentum’s other assistants and administrators.

Activities:
• With direction from the Director of Strategy & Learning, manage logistics and administration of the Annual Board – Staff Retreat
• Assist in special events planning and delivery
• Participate on organizational committees
• Assist with administrative tasks for other organizational events as time permits
• Provide support to the other Assistants as required.
• Participate and provide leadership to the Assistants Team meeting 

Qualifications:
• 5+ years experience in a senior office administration role (Not for profit experience an asset)
• Able to communicate on a professional, sensitive level; maintain confidentiality
• Ability to build genuine relationships
• Highly reliable and detail oriented
• High level of expertise in computer software applications:  PowerPoint, Word, Excel, Outlook, Raiser’s Edge, Adobe (using PDFs), using internet and email, web design/maintenance software
• Excellent writing skills (grammar and spelling)
• Excellent organizational, coordination, and planning skills.
• Extensive knowledge and understanding of office procedures, including records management, electronic mail and calendar software applications, meetings coordination,
• Ability to work under pressure and meet deadlines.
• Previous experience with boards an asset
• Able to work 2 evenings per month

To apply: Please forward resume with covering letter

Via e-mail to: [email protected]

State competition number in subject line of email.

Attention: Hiring Committee

Competition Number: MOM0301

Closing Date: Until suitable candidate is found Applicants must state salary expectations in their cover letter.

Momentum is an equal opportunity employer.  Persons from diverse groups are encouraged to apply. 

We wish to thank all applicants for their interest, however, only those selected for interviews will be contacted.

To see why Momentum is a great place to work and what we have to offer visit www.momentum.org