Summary
Description
Job Title: Executive Assistant and Human Resources Administrator
Job Type: Full Time – Contract (6 months)
Job description
Community Links is a non-profit registered charity which serves residents of all ages in the North Rocky View Region including Airdrie, Beiseker, Crossfield, Irricana, Balzac, Kathyrn and the surrounding areas in the County of North Rocky View. The main office is in Airdrie, Alberta.
Our mission is to inspire hope, support healthy development, strengthen wellbeing and resiliency by connecting individuals and families to services, supports, and resources in the communities we serve.
Community Links is looking for an Executive Assistant and Human Resources Administrator whose passion is to work in a non-profit organization and will strive to provide exceptional service with different departments to understand and respond to their needs.
We are looking for a self-motivated individual with; effective interpersonal skills, a strong team player, ability to be adaptable and flexible, positive attitude, non-judgmental and solution focussed, excellent listener, open, and can support change management processes with trust and respect.
Key Responsibilities
Administration
- Build and maintain strong, effective, empathic, and confidential working relationships across the organization.
- Provide guidance in the development and maintenance of Agency Policies and Procedures.
- Support a safe, flexible, versatile and/or changing work environment while maintaining effectiveness and efficiency.
- Staff meeting management including agenda, minutes, set up/take down, technical support.
- Coordination and facilitation of office moves when required.
- Employee and volunteer (including student placements) responsibilities:
- Work with assigned staff to ensure recruitment and hiring process is continually standardized, including: job descriptions, advertisements, interview process (reviewing resumes, scheduling interviews, preparing interview questions, reference checks);
- Prepare letters of offer contracts and other employment letters;
- Ensure employee and volunteer files are complete including all required documentation;
- Participate and coordinate orientation of staff and volunteers for Agency Policies and Procedures and Handbooks;
- Administration of benefits;
- Management of timesheets, tracking Vacation, Sick Time, Bank Time;
- Assist in the coordination of the annual Development Plan process for staff;
- Monitor and track agency position requirements;
- Workers Compensation claims, reports and return to work plans;
- Manage employee/volunteer emergency lists;
- Assist in managing the Executive Director’s schedule and all forms of communication (e-mail and phone messages).
- Management of vacation calendar related to Managers, staff anniversaries & birthdays, Board information.
- Assist with the agenda for Leadership meetings and take minutes.
- Assist with current lease management.
- Management of sub-lease tenants (Leases/addressing needs).
- Agency insurance management.
- Funding Contracts – organizing files and record management, keep the funding calendar up to date, coordinate reports, edit and submit.
- Compile stats for Executive Director and Board for Strategic Plan.
- Board key point person – schedule and assist with meetings, edit monthly board reports, compile personnel files, update Minute Book, disseminate Board information, and follow-up needs.
- Update provincial regulatory bodies.
- Annual General Meeting Coordinator.
- Home Page announcements.
- Other duties as assigned.
Financial Planning and Management
- Salary research and forecasting.
- Participate in and support fundraising initiatives.
- Assist Finance Manager and Executive Director with annual budgets as required.
- Attend budget meetings.
- Ensuring funder contracts are available for Finance Manager and update the funder portals.
Education, Skill Set, Knowledge, and Abilities
- Related diploma in administration – degree preferred.
- Minimum of 2 years of work-related experience in administration.
- Experience in the non-profit sector is an asset.
- Strong knowledge of Alberta Employment Standards Code and AB Human Rights Legislation as pertains to Policies and Procedures.
- Experience in recruiting and strong interviewing skills.
- Self-motivated and able to work independently as well as being a strong team player.
- Proactive, punctual, and reliable.
- Effective knowledge and experience with Microsoft Excel and Word.
- Excellent communication skills, written and oral.
- Demonstrated excellence in interpersonal and relationship building skills.
- Strong organizational and multi-tasking skills, including prioritizing and setting goals.
- Enjoys interaction with people, non-judgmental and solution focused.
- Ability to work flexible hours (including days, evenings, and some weekends).
- Experience working in an inclusive, culturally diverse, and multi-disciplinary team setting is an asset.
- Competent in or willing to gain knowledge of resources, community, and social issues (within North Rocky View Region).
- Must have or be able to attain a Criminal Record check (Vulnerable Sector).
- Must have or be willing to attain a CS Child and Youth Intervention check.
- Standard First Aid, Level C, CPR, and ASIST (Applied Suicide Intervention Skills Training).
- Driving to rural locations, in all weather and road conditions. Current driver’s license with adequately insured reliable transportation required.
- Capable of moving/lifting program equipment, resources.
- Required to stand or sit for extended periods of time during performance of duties.
May involve working with community members who present criminal or suicidal tendencies/potential exposure to violence and aggression.
Community Links is committed to creating an inclusive culture where everyone feels valued and respected, and that reflects the diverse community we serve. We welcome applications from all qualified candidates and encourage candidates with diverse backgrounds, experiences, styles, and abilities to apply.
Please submit your resume with cover letter via email to suzanne@nrvcl.ab.ca
(Note: Only those applicants selected for an interview will be contacted.)
