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Administrative Assistant to the Executive Office

Administrative Assistant to the Executive Office

Company: The Christian & Missionary Alliance in Canada
Contact Person: Lori-Anne
Location/Address:
100-30 Carrier Drive
Toronto, Ontario , M9W 5T7

Position Description

SUMMARY STATEMENT:
The Administrative Assistant to the Executive Office provides administrative support to the Executive Assistants of the Executive Office and the District Superintendents (DSs).  The incumbent will perform a wide variety of administrative support services, ranging from routine to complex, all of which contribute to the efficient and professional operation of the Executive Office.

The incumbent will act with discretion and professionalism, accept and assume responsibility, take initiative to ensure tasks are completed within deadlines, remain flexible with the rapidly changing needs of the Executive Office, and follow the prescribed procedures and practices of the organization. The incumbent be flexible in terms of hours of work and maintain confidentiality and diplomacy at all times.

RELATIONSHIPS:
Reports to:  Executive Vice President (EVP) through the Executive Assistant to the President (EAP)
Internal contacts:  EA to President, Executive Assistant to the Executive Vice President (EA EVP), President, Executive Vice President, other National Ministry Staff members (Vice Presidents, Directors, Consultants, Support Staff)
External contacts:  District Superintendents and District Staff, Local Church staff, and other members of the Alliance Family.

RESPONSIBILITIES/DUTIES:

  •  Attend updates and meetings as required.
  • Responds to phone, email, mail and in-person inquiries in a timely manner – refer inquiries to appropriate sources based on a broad knowledge of the Alliance’s priorities, procedures, protocols and personnel.
  • Assist with scheduling the heavy and highly complex calendar of the President
  • Assist with scheduling and booking often complex national and international travel arrangements for the President
  • Maintain a travel/speaking engagement database and create regular reports regarding the President’s travel.
  • Schedule recurring conference calls, updates and meetings for the President.
  • Keep all calendars up to date with regard to the activities of the Executive Office and President, major meetings, and update staff with key information as appropriate.
  • Assist with preparations, logistics, and follow up for major meetings including Board of Directors, Global Leadership Team, I-Team, Lead Team, and committee/task team meetings (may require overtime during these meetings, including availability on weekends).
  • Provide administrative support to Executive Office-related task teams/groups as required and act as liaison to President’s office regarding initiatives.
  • Prepare credentials, mail and file copies as required for official workers licensed by the President.
  • Maintain denominational death records for official workers, follow procedures ensuring appropriate condolences are sent.
  • Prepare visa reconciliations, cheque requisitions, expense reports and other financial items as requested.
  • Draft correspondence and prepare mailings on behalf of the President/District Superintendents
  • Maintain and update staff records of official workers employed by NMC.
  • Participate as a member of the staff intranet committee, responsible for the president’s weekly update to staff
  • Act as liaison between District Superintendents and Executive Office staff maintaining confidentiality at all times, monitoring time-sensitive/crisis-related issues ensuring they are brought to the EAPs/President’s attention immediately and provide a weekly summary report to the Executive Office regarding activities related to the District Superintendents/district offices.
  • Provide administrative support to the District Superintendents in regards to their connection role with the President
  • Coordinate and provide full support to DS meetings/conference calls, retreats, ad-hoc and emergency meetings including logistics, formation of agendas, detailed minute-taking and distribution, action item tracking and follow-up (may require overtime during these meetings, including availability on weekends).
  • Provide full support to special events and/or task teams and committees formed by the President/District Superintendents.
  • Proactively liaise with key district office staff, such as District Superintendent Executive Assistants and other administrative support staff to ensure timely flow of communication between the Executive Office and others as required.
  • Maintain a schedule for District Superintendent elections and inform of upcoming requirements regarding the election. Assist with logistics/preparations as appropriate.
  • Monitor and assess budgetary needs for DSs to inform budgeting process.
  • Assist with filing and archiving for the Executive Office.
  • Cover front desk reception as needed.
  • Assist with other Executive Office/District Superintendent-related duties as assigned.

REQUIREMENTS/QUALIFICATIONS:
The ideal candidate will be able to multi-task a wide range of administrative tasks in a fast-paced, highly-detailed executive setting. This individual will be able to work independently with little or no supervision and in a team environment. The candidate will proactively initiate tasks and follow them through to completion and be able to work within tight deadlines in a rapidly changing environment. They must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.  
A high level of professionalism and confidentiality is crucial to this role. A high level of attention to detail and written and verbal communication skills are equally important.

MUST HAVE:

  • 8+ years’ experience in administrative assistant role.
  • Strong oral and written communication abilities.
  • Above average attention to detail.
  • Strong organizational and time management skills with a record of meeting deadlines.
  • Excellent calendar management skills.
  • Experience coordinating complex onsite and offsite meetings.
  • Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
  • Experience booking complex domestic and international travel arrangements for management.
  • Experience taking detailed minutes and tracking actionable outcomes arising from meetings.
  • Experience with SharePoint an asset.
  • Experience with OneNote an asset.

Education:
Post-Secondary Education desirable.

Competencies integral to the position:

  • Experience in multiple facets of administrative responsibilities
  • The ability to meet tight deadlines while working in a fast-paced and rapidly changing environment.
  • Experience booking complex domestic and international travel arrangements for management.
  • Advanced computer skills, especially Microsoft Word and Excel, with an aptitude to learn new technology. 
  • Independently draft correspondence and memoranda (or instructions) in a clear and concise manner.
  • Experience preparing detailed financial reports accurately.
  • Experience preparing agendas, minutes, letters, and memos accurately and error free.   
  • Experience in providing service in a charitable/non-profit and/or in an executive office setting preferred.
  • Strong critical thinking/problem solving skills
  • Maintain effective working relationships with those contacted in the course of work.
  • Demonstrates ability to self-start and take initiative.
  • Ensures confidentiality, diplomacy and tact at all times.
  • Works well both independently and as a team member.
  • Able to communicate effectively with a team and provide regular updates regarding workflow.
  • Interpersonal relations skills.
  • Integrity.
  • Flexibility and a positive attitude.
  • Personal work ethic. 
Posted: January 12, 2018 | Expires: January 26, 2018
Posted Under: Administration
Career ID: [ 4809 ]