Executive Assistant-Calgary CC

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

Accountabilities:

Administrative:

• Assists with managing and maintaining the executive director’s schedule, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Schedules meetings as directed by the Executive Director, including room bookings, agenda preparation, sending invites, ordering refreshments as necessary.
• Gives oversight to the ministry unit’s quality control as it relates to the public engagement and image, and The Salvation Army’s branding.
• Organizes and/or participates in the planning of special events as directed by the Executive Director.
• Records, transcribes, and distributes minute of designated meetings.
• Oversees incoming and outgoing organizational communication, including emails and phone calls from the public, as well as high level internal correspondence.
• Reviews and/or summarizes reports, documents and/or presentations as assigned by the Executive Director.
• Prepares and edits responses to routine memos, letters, correspondence, presentations, etc.
• Collects; inputs; and files documents e.g., meeting minutes, monthly statistical department/program reports; client incident reports/suggestions, etc.
• Books meeting rooms within Community Services (Calgary) facilities and the CS(C) vehicle located at the Centre of Hope.
• Prepares business cards.
• Prepares service recognition certificates.
• Collects and stores historical information.
• Provides training and coaching as required to the administrative component of the ministry unit.

CRITICAL RELATIONSHIP MANAGEMENT

• Leadership Team
• Divisional/Territorial Headquarters on behalf of the Executive Director

MANAGERIAL/Technical Leadership RESPONSIBILITY:  

• Reports directly to: Executive Director
• Direct reports for this position: Administrative Assistant

FINANCIAL AND MATERIALS MANAGEMENT:  

• Executive level purchases as directed/approved by the Executive Director
• Management of purchasing and receipting as directed by the Executive Director
• Managing of purchases/receipting of Corporate Visa credit card

WORKING CONDITIONS:  

• Work typically takes place in an office on the top floor in a men’s residential facility.
• Travelling to other Community Services (Calgary) sites within the city, as required

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision, and Values, in a professional manner, upholding our code of conduct.

Education, Qualifications and Certifications:  

• Administrative Professional Certificate or equivalent
• Police Information Check (PIC) with Vulnerable Sector Search
• Child Intervention Check, if working with children or in an environment with children
• Advanced Microsoft Office skills with proficiency in Access, Word, Excel, Outlook, and the ability to learn additional programs/software as required.
• Class 5 Drivers License.

Experience and Skilled Knowledge Requirements  

• At least three years prior related experience in a senior administrative position
• Knowledge of standard office administrative practices and procedures.

Skills and Capabilities (examples provided below):

• Attention to detail, problem solving and analytical skills.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Organizational; interpersonal; time management, as well as verbal and written communication skills.
• Able to maintain and enhance skill set by attending professional and technical educational seminars/workshops; reviewing publications; and establishing professional and personal networks within the industry.
• Able to handle confidential information with discretion, adaptability to various competing demands, and demonstrating the highest level of customer/client service and response
• Able to work under pressure and multitask a high volume of workload.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

Compensation:

The target hiring range for this position is $52,811.20 to $65,998.40 with a maximum of $79,206.40.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email Recruitment.Accommodations@salvationarmy.ca if you have a need for any accommodation and we will be pleased to discuss this with you.