Executive Assistant
-Job Description-
Position Status: Full Time
Reporting Structure: Reports directly to the Executive Director
Salary: $55K-$70K
Description: The Executive Assistant provides senior administrative and project coordination support of a highly confidential nature to the Executive Director (ED) and the Board of Directors of the Alberta Continuing Care Association (ACCA).
The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
The Executive Assistant reports directly to the ED but interacts administratively with all other personnel as well as members, contractors, and vendors. Must be able to collaborate and effectively communicate with government MLAs, political and public service staff, members, contractors, and all other key personnel. The required candidate will be extremely organized and must be able to perform under pressure.
Principle Accountabilities:
Executive Support
- Provide administrative support to the ACCA ED
- Research and prepare briefing materials for the ED in advance of key meetings
- Manage executive calendars and book travel
- Act as ACCA Board secretariat which may include the drafting and development of key support documents
- Prepare written correspondence (internal/external) and manage external stakeholder relations
- Pro-actively identify and coordinate meetings with the Ministry of Health, Alberta
Health Services, Members, and other stakeholders
- Provide strategic analysis and recommendations to the CEO
Budgets/Finance/Human Resources:
- Annual Billing of Membership Dues; o Calculate Rates
o Invoice o Send F/U Letters/Statements o Answer queries
- Forward confirmation letter after payment
- Track and manage all staff annual leave + sick leave approvals.
General Administration
- Order office supplies
- Filing and digital record keeping
- Draft correspondence and response to queries on behalf of ED
- Order catering for in-office and external meetings
- Work with contracted external IT support
Board Support
- Confirm quorum and meeting attendance
- Coordinate Board annual meeting calendar
- Record minutes and distribute them in a timely manner
- Act as secretariat support for various Board committees
- Post minutes and board materials on a secure section of ACCA Shared Drive
Conference Management
- Provide support for key events such as the Annual Conference and Annual General
Meeting
Desired Competencies and Behaviours
- Believes in, and practices, the mission, goals, and principles of the ACCA. Strives to enhance the image of the Association; assists with promotion and visibility of the organization to stakeholders
- Ability to work independently, prioritize and multi-task in a dynamic environment, and adapt quickly to change
- Must be able to synthesize complex data into actionable information, and think strategically
- Exceptional organization and time management skills
- Excellent analytical and problem-solving skills
- Very organized with high attention to detail and accuracy
- Strong interpersonal skills with the ability to work with the Board, staff, members, outside partners, and the general public
- Self-starter who works well independently and takes appropriate initiative
Preferences
- Understanding of the continuing care system in Alberta.
Qualifications
- 2-5 years of experience or equivalent in an administrative and or executive support level capacity
- Excellent business acumen and ability to exercise tact, sound judgment, and prioritization
- Demonstrates exceptional written and verbal communication skills
- Able to observe and maintain the utmost confidentiality
- Advanced-level Microsoft Outlook, Word, Excel, and PowerPoint proficiency
- Experience working in a board governed, non-profit environment an asset
Job Type: Full-time
Salary: $55,000.00-$70,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
- Work from home
Schedule:
Experience:
- executive support: 2 years (preferred)
Application deadline: 2022-07-12
Expected start date: 2022-08-01
