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executive assistant
Posted on November 25, 2024 by Employer details Family Service Saskatoon
Job details
*Overview* We are seeking a highly organized Executive Assistant to support our executive team. The ideal candidate will possess exceptional communication skills and a strong ability to manage multiple tasks efficiently. This role is pivotal in ensuring smooth operations within the office, providing administrative support, and enhancing overall productivity. Reporting to the Executive Director, the Executive Assistant plays a central role supporting all areas of the organization. Key functions include providing administrative support to the Executive Director, Board of Directors, and Senior Management; coordinating general operation systems and ensuring efficient office systems; supporting organization communications and promotional activities; and supporting financial processes. Duties shall be performed in a manner consistent with the overall mission and values of the agency. *Areas of Responsibility* *1. Executive administrative support* - Provides administrative support to the Executive Director as required and to senior management - Supports and assists the Executive Director and senior management team with collective bargaining · Coordinates and supports meetings of the Executive Director, Board of Directors, and Committees including managing logistics, preparing agendas and minutes, distributing materials, and assisting with post-meeting follow-up · Prepares correspondence as directed *2. Human Resources and Operations coordination* · Supports onboarding of new staff, including orientation and setting up payroll, benefits, IT requirements · Coordinates time management system and payroll · Keeps electronic and paper filing systems up-to-date, secure, and confidential · Ensures all agency policies and procedures are kept up to date · Administration of various databases · Acts as liaison for vendors and suppliers as needed · Coordinates facilities, equipment, and IT needs · Facilitates purchases and maintains inventory of equipment, services and supplies *3. Financial management support, *under direction of Operations Manager · Reviews and processes supplier invoices and payables as per financial policies and procedures · Prepares customer invoices and tracks accounts receivables · Tracks and processes cheques and electronic fund transfers · Prepares semi-monthly bank deposits · Conducts monthly reconciliation of bank and credit card statements · Contributes to the annual budget development process · Supports annual audit process *4. Communications and promotions* · Coordinates the production of promotional materials · Keeps website up to date · Creates content and updates social media · Coordinates exhibits at conferences, information fairs, etc. *5. Program support* · Compiles statistics for various programs · Tracks various agreements, renewals, terminations, and produces associated quarterly and annual reports · Assists with drafting reports, funding proposals, research, and presentations as needed for a variety of projects · Provides support for accreditation process and capacity building of the organization *6. General responsibilities* · Actively supports a workplace culture of caring, collaboration, mutual respect, and professionalism · Assists in coordinating and participates in professional development activities, special events, and fundraising activities · Provides backup support and coverage for other administrative team members as required (including coverage of reception) · Other duties as assigned *Requirements* * Proven experience in an administrative or executive assistant role is preferred (3 to 5 years of direct experience preferred). * Strong clerical skills with attention to detail in data entry tasks. * Excellent customer service skills with the ability to handle inquiries professionally. * Familiarity with Microsoft Office, QuickBooks, Google apps, DocuSign, Social Media platforms; with comfort and interest to learn new software as needed, is a plus. * Ability- LocationSaskatoon, SK
- Workplace information On site
- Salary$50,000 to $63,750YEAR annually
- Terms of employment Permanent employmentFull time
- Starts as soon as possible
- vacancies 1 vacancy
- Source indeed.com #9540633693
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