Executive Assistant to Senior Directors

The Mustard SEED Society•Edmonton, AB

14h•Onsite

About The Position

This full-time position involves providing high-level administrative support to the Senior Director of Affordable Housing and Property Management. The role requires maintaining an overall awareness of the Senior Director's business needs and activities, serving as a liaison between departments, and coordinating various administrative functions. The Executive Assistant will manage calendars, coordinate meetings and travel, handle correspondence and reports, and assist with project management. Additionally, the role involves financial assistance with budgets and invoices, supervising a receptionist, coordinating office resources, and supporting recruitment processes. The position operates in a fast-paced and demanding office environment.

Requirements

5+ years of progressive administration experience supporting a Senior Administrative or Executive office, coupled with relevant education and/or background in office/business studies (equivalent combinations of skills, education, and experience will be considered), experience working in an office setting is preferred.
Ability to interact professionally and respectfully with all personnel, executive management, high level external audiences and major stakeholders.
Maintain complete discretion with confidential information.
Strong working knowledge of monitoring budgets and contracts.
Highly interactive role requiring strong attention to detail, analytical skills, and time management.
Demonstrated initiative, resourcefulness, and excellent judgment in handling multiple priorities in a fast-paced environment and can resourcefully work through changing priorities.
High level of accountability; self-driven and motivated.
Strong oral and written communication skills.
Intermediate to advanced skills in MS Office.
An Employment Background Check is required for all positions at The Mustard Seed.
Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer.
This position requires the use of a personal vehicle for company use.
The candidate must have a valid driver’s licence and maintain $2M Vehicle Liability insurance on the vehicle being used.

Nice To Haves

Experience and knowledge of the social services sector is an asset.
Database experience is an asset.

Responsibilities

Provide high-level administrative support to the Senior Director of Affordable Housing and Property Management including maintaining an overall awareness of their business needs and activities.
Serve as a liaison and connect with program and service areas within The Mustard Seed including HR, IT, Health and Safety, Finance and Communications, and others as required.
Develop and maintain effective working relationships between departments at The Mustard Seed. This includes external stakeholders as directed by Senior Director.
Coordinate and monitor time off requests for Senior Director as needed.
Coordinate, organize and facilitate internal and external meetings.
Manage and prioritize the Senior Director calendar, advising on daily events, issues, and preparing necessary documents and meeting materials.
Coordinate travel arrangements and prepare itineraries.
Assist with internal and external correspondence, legal documents, form letters, and other documents, distributing as directed.
Draft and prepare reports, presentations, correspondence, and internal/external communications including monthly reports and KPIs.
Coordinate and manage multiple projects, ensuring that deadlines are met, and tasks are completed efficiently.
Provide proactive administrative support as needed to department’s managers, fostering a team-focused environment.
Assist with the advancement of Senior Director strategic plans as required.
Assist with departmental and contractual budget preparation, budget tracking and projections, monthly financial variance reports.
Process department invoices and credit card transactions.
Track and report on contracts and funding in relation to Housing and other departments.
Supervise Edmonton Community Support Center Receptionist.
Coordinate office resource allocations for Community Supports Center.
Actively participate in implementing the strategic plan for each of the departments.
Assist with administration supports for recruitment, on/offboarding, and positions transfers within the departments.
Assist with data collect and research for current or future program needs.
Abide by Health and Safety protocols and procedures (ex incident repots, near misses) and mandatory training courses.
Perform other duties as assigned.