Summary
Description
Executive Assistant and Office Administrator
37.5 Hours per Week (1.0 FTE)
Hi. We’re Big Brothers Big Sisters of Calgary and Area (BBBS).
We believe that every young person should have the opportunity to reach their full potential. As a volunteer-driven organization, we help children and youth facing adversity by matching them with caring volunteers in quality one-to-one mentoring relationships. By joining our organization, you are making a difference by changing the course of young lives through mentoring. Together we can positively impact our community’s future because when children and youth are empowered to do well in school and build healthy relationships, they go onto successful careers and give back to their communities.
Job Summary:
BBBS currently has an exciting and rewarding career opportunity for an accomplished, organized and positive Executive Assistant and Office Administrator. Based in Calgary, this person will be the confidential assistant and primary administrative partner to the President & CEO and Board of Directors and is a key support of the leadership team. This position serves as the primary point of contact for internal and external matters pertaining to the Executive Office and is responsible for maintaining a strong working relationship with all agency departments, community partners, funders and stakeholders and operates at the highest level of professionalism and confidentiality. Responsibilities and duties are multifaceted, if you are a person who likes variety this could be the role for you.
Responsibilities:
Executive Support
- Provide administrative support to the President & CEO and Board of Directors;
- Support the development of administrative procedures and processes to respond to the operating style of the President & CEO;
- Ensure that all meetings and presentations are coordinated on behalf of the President & CEO and Board;
- Prioritize and provide recommended solutions to adjust the President & CEO’s schedule when conflicts arise
- Monitor the President & CEO’s email box and flag or distribute based on priority, as appropriate
- Compose and distribute correspondence on behalf of the President & CEO, ensuring all documents are accurate, complete and conform to established agency guidelines;
- Research and gather background information on issues relevant to the executive office which may be of a confidential, strategic and/or specialized nature);
- Maintain strong working relationships with all agency departments, community partners, funders and stakeholders;
- Prepare expense reports and timesheets for the President & CEO and ensure they and all Executive Office files are kept in good order;
- Assist in budget planning for office management, CEO Office and Board of Directors
- Ensure contacts are updated regularly in applicable database or CRM software
Board Governance
- Create and maintain all Board/Committee records and documents (including, Board Policy Manual, Committee Terms of Reference, Annual Work Plans, Bylaws, meeting materials and minutes etc.);
- Manage the annual Board and Committee calendar including resolving conflicts as necessary
- Coordinate and prepare for all Board/Committee meetings and events;
- Provide support and advice on all governance-related matters and processes
- Coordinate all details and follow up requirements related to the Annual General Meeting of the members
- Ensure all compliance filings are maintained with City of Calgary, Government of Alberta and Government of Canada (e.g. business license, property tax exemption, Society Annual Return, CRA updates and bylaw changes) and other member organizations (Calgary Chamber, CCVO etc.)
Human Resource Support
- Prepare onboarding packages for all new employees and provide support to onboarding activities as required, eg. schedule interviews
- Coordinate and provide support for recruitment activities as required (e.g., job postings, interview templates)
Office Administration
- Coordinate on-boarding and off-boarding of all staff, including:
- Liaise with contracted IT Support
- Coordinate the acquisition and set up of all new hardware, including computer/smartphone
- Coordinate office/workstation setup
- Point of contact for all service maintenance contract providers (cell, facility, shredding, copying and printing, janitorial and office waste & recycling, etc.)
- Coordinate all maintenance requests to service providers
- Support and coordinate any operational matters related to the facility lease including renovations and leasehold improvements
- Liaise with landlord for maintenance requests as needed and coordinate all office repairs
- Liaise with insurance broker to ensure annual insurance renewal is completed and any issues are addressed. Ensure all updated insurance certificates are distributed as required
- Coordinate all BBBS Occupational Health and Safety (OH&S) activities
- Ordering/purchasing all office supplies including kitchen, paper, stationary supplies, business cards, etc.
- Generate monthly postage meter reports and ensure the meter is in good working order
- Maintain staff and guest sign in device at reception and intercom system
- Monitor general phone and email boxes and distribute messages accordingly.
Qualifications:
- 7-10 years of experience in a senior administrative support role.
- Post-secondary education in business, administration, social science or a related field. Relevant or equivalent job related experience will be considered.
- Excellent written and oral communication skills.
- Strong organizational and priority setting skills, with the ability to adapt to changing priorities.
- Sound understanding of basic governance principles and best practices.
- Ability to manage a variety of technical and confidential responsibilities involving a high degree of initiative and independence.
- Superior proficiency with Microsoft Office Suite (Outlook, Word, Excel and Power Point, MS Teams), Visio would be an asset.
- Ability to work independently and as a team member.
- Positive, creative, solution-focused and resourceful attitude.
- Experience with various database platforms (e.g., CRM, DonorPerfect) is considered an asset.
Pre-Employment Screening Requirements: Successful completion of Police Check, Vulnerable Sectors Check and Child Intervention Record Check.
Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any special accommodations to participate fully in our recruitment experience. Contact us at hr.calgary@bigbrothersbigsisters.ca to notify us of any needs related to completing the job application.
Why Work Here?
Guided by our values of being people-centered, equity-driven, impact-focused, collaborative and brave we are building a community that is a great place to work. We believe in creating a workplace that celebrates the diversity of our teams, our program participants and reflects the communities we serve in. We are committed to creating space for all voices, stories and experiences to be heard and valued.
- Flexible Health & Wellness Benefits
- RRSP Group Savings Plan after a year of service
- Free and confidential support through the Employee & Family Assistance Program
- Paid Vacation, Sick Days, Wellness Days and your birthday off
- Ability to swap statutory holidays for other days of importance to you
- Consistent Training & Development Opportunities
- Hybrid work schedule, allowing for a flexible workplace and honouring other commitments including dependents.
- Office closed for a 1 week during last week of December
Working Conditions
- Full-time position, 37.5 hrs per week.
- Travel within the community and surrounding area may be required.
- Flexible work schedule is required regarding the specific hours (projects, events or meetings may require evening and weekend work, and weekday hours are flexible to be worked as required).
- This position requires flexibility to work evening and weekend hours.
- Sitting and use of a computer for extended periods of time.
- Cognitive demands associated with simultaneous and multiple priorities, multi-tasking, and a dynamic work environment.
- This position has no physical requirements.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this Job Function. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Salary Range: $60,000 to $70,000
Closing Date: Until suitable candidate is found.
Submit Cover Letter and Resume To:
Human Resources
Email: hr.calgary@bigbrothersbigsisters.ca
Big Brothers Big Sisters of Calgary and Area is an equal opportunity employer. Applicants must have legal authorization to work in Canada by way of Canadian Citizenship, Permanent Residency or a valid Canadian work permit. We thank all candidates for their interest. Only those selected for an interview will be contacted.
