Company Name:
Discovery House Family Violence Prevention Society
Approximate Salary:
Not Specified
Location:
Calgary, Alberta
Country:
Canada
Industry:
Social Services
Position type:
Full Time
Experience level:
5 - 10 years
Education level:
Not specified

Executive Assistant

Discovery House is a respected social profit organization providing a continuum of care for women and their children fleeing domestic violence. We provide long-term safe and supportive housing for families to call home while they begin to heal and rebuild their lives.

Families receive wrap-around support and are assigned an intensive case manager, children & youth case manager, mental health clinician and housing liaison. Children, youth and women have barrier-free access to our trauma-informed, inclusive and culturally appropriate continuum of prevention and intervention programs and services. Programs are evidence-based or promising best practice, responsive to the need of the family, and flexible to allow for proportionate and responsive delivery to the degree and level of presenting need.

Are you looking to make an impact in the community?  Does working for a top-rated charity excite you? If so, Discovery House is searching for a top-notch Executive Assistant who can support our CEO and Board of Directors as they work towards our mission of ending the traumatic cycle of domestic violence for women and children.

This is a full-time permanent position working out of our shelter in Calgary.

 

WHAT WE’RE LOOKING FOR:

  • Someone who is able to take initiative and manage multiple tasks with limited supervision;
  • Maintains strict confidentiality;
  • Comfortable with change;
  • Must be flexible;
  • Comfortable working with senior executives as with staff on the frontlines;
  • Strong interpersonal skills;
  • Follows up to ensure other people’s contributions are on schedule;
  • Anticipates problems and ensures contingency plans are available and actioned if needed;
  • Highly detail-oriented with the ability to multi-task and manages time (both their own and the CEO’s) effectively.

RESPONSIBILITIES

  • Reports directly to the CEO;
  • Leads by example, setting the standard for professional behavior and work habits that support a positive work environment;
  • Establishes and maintains constructive working relationships with external parties and internal parties;
  • Provides a full spectrum of administrative and office-management support to CEO, including managing telephone inquiries;
  • Ensure CEO preparedness for meetings and other obligations;
  • Organize documentation and technology, as needed, for CEO meetings and obligations;
  • Manage CEO's extremely busy calendar, and inbox including triaging incoming requests and competing priorities;
  • Coordinate with senior internal leaders and critical external stakeholders;
  • Coordinate logistics of executive team meetings, seminars, workshops and special events;
  • Make travel arrangements for CEO;
  • Make recommendations for improvement on internal processes;
  • Prepare executive correspondence and documents to ensure there are no typos, errors or content issues, making edits as necessary;
  • Coordinates follow up on action items;
  • Prepare correspondence for CEO's signature;
  • Attend meetings and record, transcribe and distribute accurate minutes;
  • Manage and prepare agendas, presentations and projects for CEO and executive team as needed;
  • Collates, reviews, and prepares all CEO receipts, expenditures, and claims;
  • Coordinate various events for office staff;
  • Excellent time management and organizational skill set; follows up to ensure other people’s contributions are on schedule; anticipates problems and ensures contingency plans are available and actioned if needed; meets deadlines; highly detail-oriented with the ability to multi-task and manages time (both their own and the CEO’s) effectively;
  • Attends all Board meetings, sub-committee and Annual General meetings to prepare minutes;
  • Prepares and distributes materials in advance of Board and subcommittee meetings;
  • Makes all arrangements for offsite Annual General Meeting;

WHAT YOU'VE DONE - WHO YOU ARE:

  • Post-secondary diploma in Business Administration or a related field.
  • Five to 10 years of experience in an executive level administrative role.
  • Strong knowledge and experience working with Boards of Directors.
  • Extensive experience with managing and preparing Board Reports and governance documents, not just organizing but authoring.
  • Advanced knowledge of office procedures and practices.
  • Self-motivated, efficient and thorough.
  • Consummate professional.
  • Communicates openly, honestly and clearly.
  • Highly detailed-oriented.
  • Skilled with Microsoft Office Suite and Visio.
  • Resourceful and flexible.
  • Proven outstanding organizational skills.
  • Superior writing skills.
  • Present a positive and professional image;

 

Please include your salary expectations in your cover letter and tell us why you want to join the Discovery House team and why you are the perfect candidate!

To apply, email your resume and cover letter to [email protected]  with subject line: Executive Assistant . We thank all applicants for their interest, however, only those selected for an interview will be contacted.