Executive Assistant (Office-based)

Job title:

Executive Assistant (Office-based)

Company

The Salvation Army

Job description

DescriptionAbout The Salvation ArmyMission StatementThe Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.Vision StatementWe are an innovative partner, mobilized to share hope wherever there is hardship, building communities that are just and know the love of Jesus.Core ValuesThe Salvation Army Canada and Bermuda has four core values:Hope: We give hope through the power of the gospel of Jesus Christ.Service: We reach out to support others without discrimination.Dignity: We respect and value each other, recognizing everyone’s worth.Stewardship: We responsibly manage the resources entrusted to us.About the PositionThe Executive Assistant to the Territorial Property Secretary’s Office/Property Department is responsible to provide highly confidential administrative support in all aspects of the effective and efficient day-to-day operations of the Property Department.KEY RESPONSIBILITIES:Coordinate day to day management of the office of the Property Secretary:

• Manage daily operations of Property Secretary’s office to ensure effectiveness and efficiency.
• Provide confidential administrative support to the Secretary/Assistant Property Secretaries.
• Provide full administrative assistance including gathering information, preparing documents, screening, and responding to incoming correspondence, inquiries, and phone calls, drafting letters, arranging and attending meetings, taking and distributing minutes.
• Create and format presentations, reports, and proposals for presentation.
• Summarize responses to information requested by the Property/Assistant Property Secretary
• Maintain an effective filing system and retrieve files for outstanding matters as required.
• Prepare and submit vouchers and assign code to invoices for payment.
• Prepare spreadsheets to track financial data.
• Assist management with relevant employee related matters i.e., vacation, sick days, PEAC documentation and/or other employee related matters, coordinate/process new hire files.
• Research issues as needed.

Manage the flow of information to/from the Property Secretary’s office:

• Screen all incoming communication and determine appropriate action including responding to emails, as directed.
• Maintain highly confidential files involving financial, performance evaluations and process correspondence regarding personnel issues.
• Respond to correspondence on behalf of the Property Secretary/Assistant Property Secretaries as directed.
• Monitor and assist in preparing items for the Business Affairs Committee and follow up on agenda items with Property Managers or others.

Manage Time and Resources:

• Management of calendar of Property Secretary and Assistant Property Secretaries, for such things as appointments, meetings, travel, boards, and committees
• Liaise on behalf of the Property Secretary/Assistant Property Secretaries with DC’s, DH’s, and other staff.

Support Effective Management of Meetings for Property Secretary/Assistant Property Secretary:

• Assumes responsibility for arranging and coordinating meetings, teleconferences and videoconferences for the Property Secretary/ Assistant Property Secretary
• Organize business meetings.
• Prepare the meeting agenda and minutes for various meetings chaired by the Property Secretary/Assistant Property Secretaries.
• Developing and coordinating agenda items and any supporting documentation
• Overseeing meeting rooms set-up, refreshments, equipment, etc.

Office Administration for Property Department:

• Reviewing and upgrading office procedures as necessary and maintain a current position “brief” describing office procedures and related information.
• Preparing PEAC documentation for all departmental staff in preparation for upcoming reviews
• Preparing employee absentee records and personnel reports through UltiPro
• Reviewing monthly financial statements and connecting with finance department regarding discrepancies in the financial statements as well as other matters.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Completed 2-year college Diploma of Office Administration or related field.

Experience and Skilled Knowledge Requirements

• Minimum of 5 years of prior related experience including senior administrative/ secretarial experience
• Proficiency in MS Office including Word, Excel, Power Point, SharePoint, Office 365
• Knowledge of The Salvation Army policies and practices considered an asset.

PREFERRED SKILLS/CAPABILITIES:

• Must be mature, proactive, well-organized, adaptable, and professional.
• Must have a strong ability to handle confidential information appropriately, be discreet and be diplomatic.
• Ability to work independently as well as an excellent team player.
• Excellent written and oral communication skills
• Excellent interpersonal, organizational, and supervisory skills
• Creative skills for preparation of presentation materials

CompensationThe target hiring range for this position is $54,176-$67,720 with the ability to progress to a maximum of $81,264. 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. At The Salvation Army, we champion equal opportunity in our employment practices. We provide a competitive salary, retirement savings, and a full group benefits package showcasing our dedication to recognizing exceptional talent. Join us, where your earning potential is aligned with your expertise and progression and where you can enjoy advancement opportunities within our organization.Other DetailsThe Salvation Army will provide reasonable accommodation upon request. Please let us know if you have a need for any accommodation.We thank all applicants and will contact candidates selected for next steps. Internal Applicants, please speak with your manager about your intentions prior to submitting your application.

Expected salary

$54176 – 67720 per year

Location

Toronto, ON

Job date

Fri, 01 Nov 2024 07:58:22 GMT

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