Executive Assistant; Business Administration

Position: Executive Assistant (Business Administration)
Job Opportunity:
Executive Assistant (Business Administration)   Organization:  HeARTh Social Profit Company (DMG's sister social profit company)
Sector:  Social Profit / Community Supports & Social Enterprise

Location:

Grande Prairie, Alberta (Dynamic workplace supporting remote senior leaders)
Compensation:  $28.00 – $30.00 per hour, based on experience, job proficiency and performance
Benefits:  Extended health benefits (including Long-Term Disability), standard vacation, paid sick days, and dedicated mental health days, as well as support from agency for work flexibility.
Position Type:  Full-time, Permanent, 35 hours per week. Part time can be considered for the right candidate.
About Us  We are a mission-driven, rapidly growing community organization dedicated to helping individuals with developmental disabilities live their best lives. Through holistic programming and cutting-edge social enterprise development, we create meaningful employment skills and job opportunities for our participants. We manage a broad range of contracted community services, with an immersive retreat business and a resource/workshop enterprise both actively in development.
As our programs evolve and departments expand, our team moves fast. We operate in a highly dynamic, evolving, and sometimes chaotic environment. We are seeking a powerhouse administrative professional to serve as a critical force multiplier for our leadership team and a builder for our growing ventures.
Position Summary  As our Executive Assistant, you will help manage agency administrative operations, assist with daily workflows, and act as a vital bridge between local operations and remote senior team members. This is not just a gatekeeper role; you will actively help build the infrastructure of a growing organization by creating, documenting, and refining the administrative and financial and administrative processes that support our main business, social enterprise contract services, developing retreat business, and workshop initiatives.
Core Responsibilities    Executive Support:  Manage shifting calendars, prioritize inquiries, and seamlessly coordinate a leadership team split between local and remote locations.
Process Creation & Venturing:  Identify administrative bottlenecks, design new operational workflows, and implement systems to support emerging ventures (retreat business, workshop/resource development).
Financial Systems & Reporting Support:  Support Finance, operate Accounts Receivable Department, support and coordinate with Accounts Payable Department, monitor program budgets, support year end and audit preparation, and compile financial data to support leadership in funding and grant reporting.
Contract & Program Administration:  Assist with tracking compliance, administrative coordination, and reporting metrics for our broad range of contract services.
Senior Level Governance Meetings:  Coordinate high-level leadership and Directors’ meetings, build comprehensive agenda packets, and record precise minutes.
Workflow Optimization:  Assist to build, and maintain centralized digital filing systems and project trackers to keep remote and on-site teams perfectly aligned.
Document & Data Preparation:  Draft stakeholder correspondence, format impact presentations, and compile data for community support reports.
Key

Qualifications & Skills    Knowledge and

Experience:

3 to 5 years of progressive administrative or executive support experience. Accounting level knowledge and experience managing financial administration or reporting is necessary. Ability to follow day to day accounting procedures to maintain and adhere to "Generally Acceptable Accounting procedures" (GAAP).

Education:

Post-secondary diploma or degree in Business Administration, Office Management, Accounting, or a related field.
Flux Management:  Proven ability to thrive, stay meticulously organized, and maintain a calm focus in a fast-paced, unpredictable, or highly dynamic environment.
Technical Proficiency:  Expert-level command of Microsoft 365 (Word, Excel, Outlook, PowerPoint), digital collaboration tools (e.g., Slack, Teams, Zoom, Asana), and exposure to cloud accounting software (e.g., Quick Books, Xero, Sage 50) is an asset. We use Sage 50

Soft Skills:

Ability to navigate roles and tasks independently within the strategic vision and leadership of a Senior Team; be a creative and innovative problem solver; deep empathy for individuals with developmental disabilities; exceptional emotional intelligence; high discretion for confidential financial, employee and participant files.

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