Bridging People and Possibilities  |  A Service of  Tyndale University College & Seminary

EA to the Managing Director & Director of Strategic Initiatives

EA to the Managing Director & Director of Strategic Initiatives

Company: The Mustard Seed
Calgary, Alberta

Position Description

The Mustard Seed is a Christian humanitarian organization whose vision is to build community, grow hope and support change. Intentionally following Jesus Christ and partnering with the community, The Mustard Seed combats the root causes of poverty in Alberta and works to create positive, lasting change in the lives of those we serve. The Mustard Seed provides basic services - food, clothing and housing, and support services – education and employment, to those living in poverty within Alberta.

The Executive Assistant position plays a critical role in supporting the effective and efficient leadership of the Managing Director (Calgary) and Director of Strategic Initiatives. It plays a critical role in supporting the analysis and assessment of all opportunities being considered by the Director of Strategic Initiatives and provides oversight to the database systems being used in Alberta.  These tasks are accomplished by providing a high level of confidential administrative assistance and oversight and maintaining effective communication with all functional service and program areas for The Mustard Seed Calgary.

Administrative Support
• Provide administrative support to the Managing Director (Calgary) & Director of Strategic Initiatives which includes, but is not limited to:
• Maintaining an overall awareness of the Director’s business needs and activities.
• Managing the Director’s calendar including: prioritization of meetings, advising on daily events/issues, preparing all necessary documents and meeting material.
• Preparing daily portfolios containing schedules, support materials, travel documents, documents for approval and signature, etc.
• Screening, redirecting and responding to phone calls in a professional manner.
• Processing mail and email correspondences.
• Scheduling all internal/external meetings and appointments and proactively resolves meeting schedule conflicts.
• Coordinating travel arrangements.
• Drafting and preparing reports, correspondences and communications.
• Preparing presentations using PowerPoint or other presentation software.
• Reviewing and reconciling expense reports, corporate credit card statements and invoices.
• Assisting in budget preparation and tracking.

Data Systems: Homeless Management Information System (HMIS)/Efforts to Outcomes (ETO)
• Acting as The Mustard Seed’s key contact with the Calgary Homeless Foundation (CHF) regarding HMIS and Homeward Trust regarding ETO.
• Developing, implementing and coordinating staff orientation and training in HMIS/ETO.
• Ensuring training is complete, up-to-date and reported to HR
• Working with department managers to propose any program tracking changes in HMIS/ETO.
• Assuming the lead in cleanup of data including: merging of files, merging of logs, removing null information, and ROI issues (Calgary)
• Liaise with CHF/Homeward Trust on changes regarding intakes into the HMIS/ETO system.
• Maintaining and providing support to staff regarding client intakes to ensure FOIP compliance.
• Updating users’ permissions and access in all relevant databases such as HMIS/ETO.
• Generating database reports and analyzing data and trends
• Train staff on all systems required for their programs.
• Other duties, as required

Research (General)
• Ensuring FOIP compliance for client information collection, release and storage
• Mitigating risks of privacy breach by advising on file storage equipment, location
• Auditing and ensuring correct file storage on a quarterly basis
• Developing and implementing staff orientation and training as it relates to privacy
• Managing and maintaining log of released information for law enforcement

Research (Central Services):
• Coordinating, researching and writing on topics related to poverty and homelessness on behalf of the organization
• Researching and writing documents related to the strategic initiatives of The Mustard Seed
• Conducting primary program research as prioritized by the Director of Strategic Initiatives
• Liaising with the Development research department regarding relevant program grants

• Certificate or diploma in office administration. Research degree and/or previous research experience an asset
• 5 years of experience as an administrative assistant, with 3 years’ experience at a senior level.
• Strong analytical skills.
• Experience with HMIS or ETO would be considered an asset.
• Demonstrates adaptability, team excellence, results focused, service excellence
• Ability to build and maintain effective interpersonal relationships at all levels of the organization.
• Discretion with confidential information.
• Ability to solve complex problems.
• Demonstrate strong oral and written communication skills
• Intermediate to advanced skills in Word, Excel, PowerPoint, and Outlook
• Detail oriented and demonstrated ability to handle multiple projects.
• Strong time management, organizational skills, and planning skills.
• Efficient and resourceful.
• Thrives in a fast-paced environment.
• Team-focused, demonstrating support to the whole organization; works well with all team members.
• Takes initiative and demonstrates good judgment.
• Superb attention to detail.

• This is a permanent position 
• Work days and hours Monday to Friday with the flexibility to accommodate evenings and weekends as required.
• Employment Security Check is required
• As The Mustard Seed is a Christian ministry, we require our employees to be in agreement and to sign our statement of faith
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer

Start date: once a suitable candidate is found
Apply online using our Position Application Form on our Careers page. (

The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents, matching RRSP after one year of service, and flex days. The Mustard Seed embraces the concept of employment equity, which includes fair representation, anti-discrimination and reasonable accommodation.

Privacy Policy: The Mustard Seed follows the principles of privacy therefore the privacy policy will be adhered to. We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted.  The Mustard Seed reserves the right to amend job advertisements. No phone calls please.

Posted: March 12, 2018 | Expires: April 12, 2018
Posted Under: Administration
Career ID: [ 5086 ]