Administrative Assistant

The Mustard SEED Society•Grande Prairie, AB

2d•Onsite

About The Position

With the supervision of the Housing Manager, the Administrative Assistant will perform a variety of tasks for the Housing Manager and team, to support programming. The Administrative Assistant is required to both take direction and use initiative to support the achievement of the program’s goals and objectives in a professional manner. This role also provides administrative support to the Housing Department and maintains effective communication with service and program areas external to the Housing Team and within The Mustard Seed.

Requirements

3 years of proven administrative experience
Knowledge of office management systems and procedures
Excellent time management and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organization and planning skills
Strong customer service and interpersonal skills
Proficient in MS office suite including Excel
Cultural sensitivity and respect for client individuality and self determination
Demonstrated professionalism, discretion and confidentiality
Ability to manage multiple competing priorities in a fast-paced environment
An Employment Background Check is required for all positions at The Mustard Seed
As The Mustard Seed is a Christian ministry, we require our employees to agree to respect and not detract from The Mustard Seed’s Employment Values during their employment at The Mustard Seed.
Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer

Responsibilities

Perform clerical and administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Housing Manager or specific programs
Work collaboratively with other non-profit agencies, donors, volunteers, and cross-departmentally as directed
Regularly review progress on standard department deliverables and take appropriate action to ensure timely completion of all department tasks
Work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives
Ensure operational policies and procedures are accurate and up to date
Coordinate accounts payable, credit card transactions, rent, donations, and other monetary transactions as needed
Coordinate and organize activities related to specified programming to support ongoing services
Track and report on Housing grants/funding as required
Prepare weekly, monthly, quarterly, update KPI’s as directed by manager
Assist in data collection and research for current or future program development
Order and manage office supplies
Coordinate and monitor time off requests for supervisors and managers within programming
Coordinate and organize department and leadership meetings as required
Prepare meeting agendas, record and distribute meeting minutes, and maintain organized files of same as required
Complete internal and external correspondence, legal documents, form letters and other documents, and distribute as directed
Develop and maintain effective working relationships between programming departments within the Mustard Seed.
Support residents as required
Adhere to all Health and Safety and HR policies and procedures
Complete incident reports as required
Other duties as assigned