Executive Assistant to Senior Directors

Employment Type: Full time

Schedule:

Monday to Friday from 8:30 a.m. to 4:30 p.m.
Reporting to: Senior Director of Affordable Housing and Property Management
City: Edmonton
Number of Positions to Fill: 1
RFR #: 2182

Major

Duties and Responsibilities:

Administrative Support:

• Provide high-level administrative support to the Senior Director of Affordable Housing and Property Management including maintaining an overall awareness of their business needs and activities.
• Serve as a liaison and connect with program and service areas within The Mustard Seed including HR, IT, Health and Safety, Finance and Communications, and others as required.
• Develop and maintain effective working relationships between departments at The Mustard Seed. This includes external stakeholders as directed by Senior Director.
• Coordinate and monitor time off requests for Senior Director as needed.
• Coordinate, organize and facilitate internal and external meetings.
• Manage and prioritize the Senior Director calendar, advising on daily events, issues, and preparing necessary documents and meeting materials.
• Coordinate travel arrangements and prepare itineraries.
• Assist with internal and external correspondence, legal documents, form letters, and other documents, distributing as directed.
• Draft and prepare reports, presentations, correspondence, and internal/external communications including monthly reports and KPIs.
• Coordinate and manage multiple projects, ensuring that deadlines are met, and tasks are completed efficiently.
• Provide proactive administrative support as needed to department’s managers, fostering a team-focused environment.
• Assist with the advancement of Senior Director strategic plans as required.
• Assist with departmental and contractual budget preparation, budget tracking and projections, monthly financial variance reports,
• Process department invoices and credit card transactions.
• Track and report on contracts and funding in relation to Housing and other departments

Other Duties:

• Supervise Edmonton Community Support Center Receptionist
• Coordinate office resource allocations for Community Supports Center.
• Actively participate in implementing the strategic plan for each of the departments.
• Assist with administration supports for recruitment, on/offboarding, and positions transfers within the departments.
• Assist with data collect and research for current or future program needs.
• Abide by Health and Safety protocols and procedures (ex incident repots, near misses) and mandatory training courses
• Perform other duties as assigned

Minimum

Qualifications and Skills:

• 5+ years of progressive administration experience supporting a Senior Administrative or Executive office, coupled with relevant education and/or background in office/business studies (equivalent combinations of skills, education, and experience will be considered), experience working in an office setting is preferred.
• Experience and knowledge of the social services sector is an asset.
• Ability to interact professionally and respectfully with all personnel, executive management, high level external audiences and major stakeholders.
• Maintain complete discretion with confidential information.
• Strong working knowledge of monitoring budgets and contracts.
• Highly interactive role requiring strong attention to detail, analytical skills, and time management.
• Demonstrated initiative, resourcefulness, and excellent judgment in handling multiple priorities in a fast-paced environment and can resourcefully work through changing priorities.
• High level of accountability; self-driven and motivated.
• Strong oral and written communication skills.
• Intermediate to advanced skills in MS Office.
• Database experience is an asset.

Working Conditions

• Time in excess of regular working hours may be required on occasion.
• Traveling, driving a personal vehicle, sitting, and standing are required as part of this role.
• This position is primarily an office position, and office space will be provided as needed.
• A very fast-paced and demanding work environment.
• Moderate physical effort is required to successfully accomplish the essential job functions, such as keyboarding to word process documents, entering data into databases, etc.
• Moderat…