Executive Assistant to Senior Directors

The Mustard Seed; Edmonton; On-site; CAD 45,000 - 60,000; Full time

Benefits offered by this job

Health benefits

RRSP matching

Wellness days

Job summary

The Mustard Seed is seeking an experienced Administrative Support professional in Edmonton to assist the Senior Director of Affordable Housing and Property Management. You will manage calendars, coordinate meetings and travel, and draft reports and communications for multiple departments.

Ideal candidates have 5+ years in senior administrative support, strong MS Office skills, and the ability to handle confidential information with discretion in a fast-paced, team-focused environment.

Qualifications

• 5+ years of progressive administration experience supporting a Senior Administrative or Executive office.
• Experience in the social services sector is an asset.
• Strong communication and discretion with confidential information.
• Excellent time management and attention to detail.
• Proficient in MS Office and administrative software.

Responsibilities

• Provide high-level administrative support to the Senior Director of Affordable Housing and Property Management.
• Coordinate and manage calendars, meetings, travel, and documents.
• Draft reports, presentations, and internal/external communications.
• Monitor budgets, contracts, and invoices; process departmental transactions.
• Support recruitment onboarding and data collection for program needs.
• Supervise Reception and office resources at the Edmonton center.

Skills

Executive support

Calendar management

Budget monitoring

MS Office

Education

Office/business studies

Tools

Database experience

Job description

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 ManagementCity: EdmontonNumber of Positions to Fill: 1RFR #: 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.
• Moderate to high mental effort is required to respond to highly intense situations.

ADDITIONAL REQUIREMENTS

• An Employment Background Check is required for all positions at The Mustard Seed
• As The Mustard Seed is a Christian ministry, we require our employees to agree to respect and not detract from The Mustard Seed’s Employment Values during their employment at The Mustard Seed.
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer

This position requires the use of a personal vehicle for company use. The candidate must have a valid driver’s licence and maintain $2M Vehicle Liability insurance on the vehicle being used.

COMPENSATION & BENEFITS

The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents, matching RRSP after one year of service, and wellness days.

NOTE

• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.
• Please visit our careers page to see more job opportunities.