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Company Name:
Distress Centre Calgary
Approximate Salary:
Not Specified
Location:
Calgary, Alberta
Country:
Canada
Industry:
Social Services
Position type:
Full Time
Experience level:
5 - 10 years
Education level:
Bachelor's Degree

Senior Office Administrator/

 

             Fulltime – Senior Office Administrator/                                            Executive  Assistant

                            Closing Date: April 15, 2019

 

Distress Centre Calgary provides Calgary and area with 24-hour crisis support. We do this through our 24/7 crisis and 211 information and referral phone lines, daily online services, and professional counselling.  All our services are free, and because we do not define crisis, anyone can contact us day or night about anything.

We support all social issues – homelessness, poverty, depression, mental illness, bullying, addiction, PTSD, domestic violence, abuse, etc.

We believe in providing a compassionate and supportive environment for our staff and volunteers.

We encourage applicants from diverse backgrounds to apply to apply as Distress Centre is committed to offering a diverse and safe workspace free from discrimination. All applicants are considered regardless of age, sex, race, disability, sexual orientation, sexual identity or expression, or religion.

About the Job

  • Reporting to the Chief Financial Officer with a dotted line to the Executive Director.
  •  This role is to integrate administrative systems and workflow to ensure the effective and efficient operations of the ED, CFO and the general office.
  • The Senior Office Administrator/EA ensures the overall coordination and effective performance of support functions within the Distress Centre ensuring processes in the areas of supplies, ordering, purchasing and inter office communications are maintained at a competent level. In addition, the Senior Office Administrator/EA will provide or coordinate reception coverage in the absence of the receptionist.

 Qualifications and Requirements

  • 5 years’ experience in a senior administrative position, preferably reporting to senior executives and board of directors.
  • Diploma or degree in Business Administration or related discipline
  • Strong organizational skills including the ability to review processes to identify inefficiencies, cost savings, delays to support client mechanisms
  • General administrative and computer skills, advanced skills with Microsoft Office, and related diploma
  • Excellent  customer service and interpersonal skills
  • Experience in dealing with highly confidential and sensitive matters
  • Sound judgment and decision making skills, professionalism, discretion
  • Ability to multi-task and prioritize
  • Project management certification or designation will be an asset.

Lines of Communication/Accountability

Reports  to Executive Director and a dotted line  to Chief Financial Officer

Duties and Responsibilities

Administrative Duties:

  • Coordinate reception coverage in the absence of the receptionist
  • Oversee and maintain general set up of offices and common areas.
  • Maintain office efficiency by planning and implementing office systems, layouts, equipment procurement and general maintenance of furniture and equipment.
  • Maintain and organize corporate documents.
  • Manage general office suppliers
  • Code, sign and track admin invoices and inquire any admin and tech invoice questions/concern
  • Process development and maintenance of office keys
  • Manage contracts for general office equipment servicing as well as cleaning and maintenance contracts.
  • Coordinate parking stall usage
  • Develop and advise on ways to improve office functions and cost savings measures.
  • Prepare for and attend to monthly Leadership meetings, take minutes and disseminate the minutes in a timely manner
  • Maintain, update and provide electronic and/or hard copies of company policies and procedures to staff and Board as directed by the ED
  • Submit annual application of Business Tax Exemption and provide the City of Calgary of documents showing any changes from the previous application.
  • Complete annual society return
  • Draft an annual Admin budget

 Contract Management

  • Maintain a Systematic File management.
  • Provide a systematic summary report (matrix) of core funders and fund development major donors to assist the leadership team involved in preparing funder’s reports.
  • Review suppliers contracts for renewal, requests quotes from different suppliers, negotiate with vendors/suppliers and recommends suppliers with the best offers

 Executive Director Support:

  • Monitor emails and calendar for ED.
  • Act as point of contact regarding the scheduling and availability of the Executive Director
  • Compose correspondence, report, presentations and spreadsheets as required.
  • Coordinate the logistics of meetings, retreats and travel arrangement for the ED and management team.
  • Undertake research and analysis as required to support the ED and the maintenance of best governance and leadership practices.

 Board Support:

  • Manage board-related matters and administrative functions including the coordination of relevant documentation and distribution of board reports and correspondence.
  • Coordinate board meetings, committee meetings and annual retreats, including preparation and distribution of board agenda packages and taking minutes.
  • Maintain official records and filings in accordance with the Societies Act
  • Prepare the script and package and assist in the coordination of the Annual General Meeting.
  • Provide other Board support such as Board Onboarding binder preparation, Board recruitment and Board Effectiveness Survey
  • Upload and maintain the relevant Board materials and documents on SharePoint in a timely manner

 Technical Support:

  • Coordinate with external IT Solutions vendor on technical support for staff and volunteers regarding tech tickets, onsite support, tech training and office coordination
  • Attend tech meetings with external vendors
  • Assist in drafting an annual Tech budget with the Director of Operations
  • Provide other assistance as requested by the Director of Operations

 Project Management:

  • Contribute to special projects and participate in internal committees, including the maintenance of SharePoint, Risk Management Committee, Leadership Team and Wellness Committee.
  • Lead special projects as requested by ED, such as Accreditation projects, office move project, etc.

The duties and responsibilities outlined above are representative but not all inclusive. Other related ad hoc duties as assigned and required.

Special Working Conditions

Will be required to attend occasional board meetings in the evenings/ or weekends.

Comfortable working with and ability to maintain composure in potentially stressful client situations

 Benefits of joining Distress Centre:

  • Opportunity to be part of a team committed to social impact.
  • A diverse, positive, strength based, and growth oriented work environment.
  • Benefits, matched RRSP plan & competitive salary.
  • Generous vacation package.
  • Ongoing training and skills development.
  • Extensive training provided

To apply, please send a resume and cover letter to:

Suite 300, 1010 8th Avenue SW Calgary AB T2P1J2

Fax: 403.262.2512      Email:[email protected]

 

                      No Phone Calls Please

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