Executive Assistant to Director of Operations

Job Responsibility:

Job Title: EA to Director of Operations

Competition #: 118501-2024-62

Ministry Unit Name: Edmonton Centre of Hope

Status/Hours: 1.0FTE (80 hrs bi-weekly)

Salary Range: $48,553-$60,691 per annum

Date posted: July 18, 2024

Work Address: 12520-140 Ave NW, Edmonton

Posting Expires: July 27, 2024

Applications Accepted By: E-mail only through Indeed

Mission and Values:

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.

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.

Vision Statement

We are an innovative partner, mobilized to share hope wherever there is hardship, building communities that are just and know the love of Jesus.

Core Values

The 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.

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Position Purpose summary:

The Executive Assistant (EA to DOO) position provides efficient and effective administrative support to the Director of Operations and the Executive Team. Operations consists of 4 Departments: Environmental Services, Facilities, Food Services and IT. Each department has their own initiatives and projects to better the operations of Edmonton Centre of Hope. The Executive Assistant is responsible to facilitate the processing of tasks related to administrative, central purchasing and all projects related to the Departments ensuring that all processes meet or exceed The Salvation Army's standards and reporting requirements.

General Office Administration:

· Perform general office duties efficiently and effectively including: answer, screen and direct telephone call enquires on multi-line phone systems; greet and escort visitors; file documents electronically or manually; photocopy/fax and distribute materials as requested; send and receive documents and material as requested.

· Distribute both incoming and outgoing mail on a daily basis

· Arrange calendar entries, invitations and scheduling

· Prepare outgoing mail for courier and post

· Order departmental supplies and stationery and maintain accurate inventory

· Research and respond to routine and difficult enquiries on behalf of the Supervisor

· Research and compile background documents for department meetings, enquiries as required.

· Schedule meetings, review and follow up on previous meeting action items, prepare agenda, take minutes, record, prepare and distribute minutes for Departments, Management and Executive Management Team meetings as required

· Make travel arrangements and accommodations for the Departments, Director of Operations and/or Executive Management Team as required

· Prepare briefs, programs and presentations for meetings and special engagements.

· Organize departmental events and trainings

· Research and prepare department reports as instructed

· Maintain and update databases and lists

· Assist in scheduling interviews and recruitment process for the Departments

· Collaborate with relevant teams as directed to develop and refine organizational policies and procedures

· Create and maintain comprehensive documentation of policies and procedures

· Utilize Visio or similar tools for process mapping to enhance clarity and understanding

· Provide administrative support to the Executive Director and Assistant Executive Director's office as required.

Operations Administration

· Assist with coordinating Department Projects including tracking and monitoring project timelines and milestones, scheduling meetings, and managing project documentation.

· Assist with the preparation and distribution of Department Reports including productivity and financial reports to Director of Operations.

· Identify potential issues and challenges within Operations Departments and present findings along with recommendations to the Director of Operations and Department Managers.

· Assist in the development of department documentation including department operating procedures, policies, audit reviews & logs.

· Adapt to the evolving needs of the Operations Team.

· Vehicle Maintenance and Scheduling

Ø Schedule Ministry Unit vehicles for Centre's use as directed

Ø Update vehicle maintenance documentation for each vehicle

Ø Maintain vehicle Element cards for all vehicles.

Ø Provide oversight to driver and arrange schedule

· Property Maintenance and Scheduling

Ø Assist Facility Manager with administrative duties including filing, quotes and scheduling contractors for site visits

Ø Maintain maintenance schedule including entering work orders and removing completed work orders from schedule

Ø File meeting minutes from maintenance team meetings

Central Supplies & Purchasing Administration

The following duties are primarily held by the Executive Assistant to the Director of Business (EA to DOB). The EA to DOO will be required to hold these responsibilities at times when the EA to DOB is away.

· Assist in the development and implementation of procurement policies and procedures in line with organization goals and strategies

· Work closely with the finance team to ensure alignment between procurement activities and budgetary constraints

· Obtain quotes for items and/or services to be purchased as per department requests

· Process all purchase requests for all departments and services using the Purchase Order system

· Coordinate orders and stock office supplies for all Ministry Unit sites

· Conduct, update and maintain an annual inventory and up to date office furnishings and computer equipment for the Ministry Unit

· Prepare and maintain a list of vendors, suppliers, and service companies for the Ministry Unit

Qualifications and Education requirements:

*NOTE: For some jobs, you may be required to provide validated educational documentation.

Education/Certifications:

• Completion of a formal post-secondary / college diploma program of 2 or 3 academic years.
• Certification in Office Administration is an asset
• A combination of training and experience in administrative skills.
• Must have valid Driver's License and clean Driver's Abstract

Experience:

• Minimum of 3-5 years of related work experience in a professional office setting
• Must have experience working with computer and software program/system
• Experence in handling and coordinating office automation, purchases, computer network and inventory control
• Experience working within a social services environment is considered an asset
• Respect and understanding of The Salvation Army - its mission, culture, and values

Required Skills/Knowledge:

• · Advanced level computer skills with proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, Publisher, Visio) and web-based software; experience with Office 365
• Strong sense of urgency and proven capability to manage time and multi-task to accomplish multiple and various tasks, with conflicting priorities and timelines
• Ability to understand and administer building communication systems (ie. Triple Play)
• Ability to maintain confidentiality and a high level of integrity
• Excellent organizational, time management and research skills
• Good communication and interpersonal skills (written and verbal)
• Must display sound judgment, strong attention to detail, and willingness to take initiative
• Self-starter capable of working independently with limited direction
• Keen attention to detail
• Must have excellent telephone manner and etiquette
• Must be adaptable, able to take direction, multi-task and resourceful
• Ability to work well in a team-oriented, collaborative environment

Successful candidates, prior to hiring, will be required to provide:

• Criminal Record Check with Vulnerable Sector Check

DAYS and HOURS of work: 1.0FTE (80 hours bi-weekly as scheduled by Manager)

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.

Job Types: Full-time, Permanent

Pay: $48,553.00-$60,691.00 per year

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• RRSP match
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• DCS / DEC (required)

Experience:

• related work experience in professional setting: 3 years (required)
• operational admin: 3 years (preferred)

Work Location: In person

Application deadline: 2024-07-27