Reporting to the Executive Director, the Executive Assistant enhances the dignity and quality of life of our clients through his/her assumed responsibility for the timely provision of administrative, clerical and secretarial services that will assist the Executive Director and Good Shepherd Ministries in responding to the homeless, disadvantaged and marginalized in our community.
Duties and Responsibilities
- To provide a timely and appropriate response to public enquiries and to address all contacts with benefactors, creditors, clients, co-workers, visitors and volunteers in a courteous, respectful and professional manner.
- To arrange and organize meetings of the Board of Directors and to collect, collate and prepare timely, up to date, information and reports for discussion, thereby enabling the decision-making process of the Board.
- To arrange and organize the meetings of the Board’s committees and provide for the timely provision of up-to-date information and reports.
- To provide full secretarial services for meetings of the Board of Directors, committees and routine management meetings as required.
- To prepare accurate minutes that reflects a true record of meetings, negotiations and co-workers/volunteers’ disciplinary hearings.
- To prepare the company’s Annual Summary and Reports as required by the Canada Corporation Act and other Governmental departments as directed.
- To maintain, organize and preserve the security, confidentiality and integrity of the Executive Director’s office and the company’s records, information and files.
- To assume responsibility for the archiving of company documents, records and files as required by legislation.
- To assist the Executive Director with the assignment of Information Technology equipment, telecommunication equipment and to maintain control of the assignment of security privileges and passwords.
- To act as a liaison between the IT Support Contractor and co workers.
- To assist in the design, production and distribution of promotional material, organizational information, reports, Policies and Procedures, Health and Safety material and notices and routine memorandum.
- To arrange and manage the daily meetings, appointment calendar and visitor schedule of the Executive Director.
- To provide full secretarial and administrative support to the Executive Director.
- To arrange for the daily, timely distribution of incoming mail and packages to the respective departments.
- To arrange for the daily collection of outgoing mail and courier packages of the Executive Director.
- To assume responsibility for the annual update of the Policy and Procedures Manual, Directories and internal/external information requirements.
- To maintain the confidentiality and ethical standards of Good Shepherd Ministries at all times.
- To perform any other tasks as required or as assigned from time to time by the Executive Director.
Qualifications
- Actively practices the Mission, Vision and Values of Good Shepherd Ministries.
- Post-secondary education in Administration/Secretarial services required.
- Minimum five years of Administrative/Secretarial experience with three years in a senior level, and with a demonstrated ability to project positively and effectively to clients, co-workers, volunteers and the general public.
- Demonstrated organizational, planning and time management skills.
- Ability to meet stringent deadlines, prioritize workload and to manage multiple projects at the same time.
- Strong initiative and ability to work independently within a team environment.
- Strong public relations and interpersonal skills with a persuasive, positive and patient demeanour.
- Strong initiative and ability to work independently within a team environment.
- Excellent written communication and interpersonal skills to maintain teamwork with the ability to work with individuals from diverse backgrounds.
- Extensive knowledge, experience of a network-based computer environment is essential in order to operate and maintain computerized software, files, records and data.
- A sound working knowledge of Windows and Microsoft Office Suite
- Eligible to work in Canada
We thank all applicants for their interest, however only those candidates selected for interviews will be contacted.
Job Type: Full-time
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Schedule:
Education:
Experience:
- Administration/Secretarial services: 5 years (required)
Work Location: In person
