executive assistant
Posted on
September 24, 2024
by
Employer details
Family Service Saskatoon
Job details
*JOB POSTING*
*Position: Executive Assistant*
*Employment Type: *Full-time, permanent, out of scope position - 1.0 FTE, 35 hours per week
*Closing Date:* October 1, 2024
*Duties and Responsibilities:*
Reporting to the Executive Director, the Executive Assistant plays a central role supporting all areas of the organization. Key functions include providing administrative support to the Executive Director, Board of Directors, and Senior Management; coordinating general operation systems and ensuring efficient office systems; supporting organization communications and promotional activities; and supporting financial processes. Duties shall be performed in a manner consistent with the overall mission and values of the agency.
*Areas of Responsibility*
*1. Executive administrative support*
· Provides administrative support to the Executive Director as required and to senior management
· Supports and assists the Executive Director and senior management team with collective bargaining
· Coordinates and supports meetings of the Executive Director, Board of Directors, and Committees including managing logistics, preparing agendas and minutes, distributing materials, and assisting with post-meeting follow-up
· Prepares correspondence as directed
*2. Human Resources and Operations coordination*
· Supports onboarding of new staff, including orientation and setting up payroll, benefits, IT requirements
· Coordinates time management system and payroll
· Keeps electronic and paper filing systems up-to-date, secure, and confidential
· Ensures all agency policies and procedures are kept up to date
· Administration of various databases
· Acts as liaison for vendors and suppliers as needed
· Coordinates facilities, equipment, and IT needs
· Facilitates purchases and maintains inventory of equipment, services and supplies
*3. Financial management support, *under direction of Operations Manager
· Reviews and processes supplier invoices and payables as per financial policies and procedures
· Prepares customer invoices and tracks accounts receivables
· Tracks and processes cheques and electronic fund transfers
· Prepares semi-monthly bank deposits
· Conducts monthly reconciliation of bank and credit card statements
· Contributes to the annual budget development process
· Supports annual audit process
*4. Communications and promotions*
· Coordinates the production of promotional materials
· Keeps website up to date
· Creates content and updates social media
· Coordinates exhibits at conferences, information fairs, etc.
*5. Program support*
· Compiles statistics for various programs
· Tracks various agreements, renewals, terminations, and produces associated quarterly and annual reports
· Assists with drafting reports, funding proposals, research, and presentations as needed for a variety of projects
· Provides support for accreditation process and capacity building of the organization
*6. General responsibilities*
· Actively supports a workplace culture of caring, collaboration, mutual respect, and professionalism
· Assists in coordinating and participates in professional development activities, special events, and fundraising activities
· Provides backup support and coverage for other administrative team members as required (including coverage of reception)
· Other duties as assigned
*Qualifications: *
Education:
· Business Administration diploma or equivalent
Experience:
· Minimum of three years experience providing administrative support to executive leaders and governors, preferably in the non-profit sector
· Excellent English oral and written communication skills
· Experience in supporting financial management activities
· Exceptional organization and time management skills
· Project management orientation with strong advance planning skills
· Demonstrated analytical and problem-solving skills
· Quality improvement mindset, with desire and ability to reflect, learn, and improve self and
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LocationSaskatoon, SK
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Workplace information
On site
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SalaryNot available
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Terms of employment
Permanent employmentFull time
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Starts as soon as possible
- vacancies
1 vacancy
- Source
indeed.com
#9458571276
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