Executive Assistant (18 month Contract)

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.
Mission Statement The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.
Core Values The Salvation Army Canada and Bermuda has four core values:
Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.

The purpose of this role is to provide efficient and effective high level executive administrative support to the Territorial President of Women’s Ministries and the Assistant to the Territorial President of Women’s Ministries, and all the projects and ministries related to the Department.

Accountabilities:              

Executive Administration Support

• Manage calendar entries, invitations and scheduling for the Territorial President of Women’s Ministries and the Assistant to the Territorial President of Women’s Ministries anticipating needs and preparing responses
• Coordinates travel arrangements for the Territorial President of Women’s Ministries and the Assistant To The Territorial President of Women’s Ministries
• Schedules and attends meetings, prepares agenda, and takes minutes, record, prepare and distribute minutes for all department meetings
• Coordinate meeting logistics including video conferencing, teleconferencing using Zoom/Teams
• Responds to email received on behalf of the Territorial President of Women’s Ministries and the Assistant to the Territorial President of Women’s Ministries as requested and defined (e.g., letters dealing with administrative issues, inquiries, acknowledgements)
• Design brochures and documents for presentations/seminars
• Performs general office duties, including answers, screens and directs telephone calls enquires; greets and escorts visitors; photocopies and distributes materials as requested; sends and receives documents and material as requested.
• Prepare presentations and assists with basic research
• Oversee all department equipment and furnishing s
• Maintain files and update department documents when needed
• Maintains stationary supplies and maintain inventory of department equipment
• Performs administrative duties for the Advocate for Gender Equity
• Performs administrative duties for the Fellowship of the Silver Star

Provide Financial Services Support by

• Use TEM for PHH, VISA
• Use of UltiPro

Staff Processes

• Prepare files for annual PEAC reviews of staff reporting to the Territorial President of Women’s Ministries and the Assistant to the Territorial President of Women’s Ministries
• Lead or provide support to other administrative staff related to team building initiatives

Budgets

• Receive annual budget submissions from Territorial President of Women’s Ministries and the Assistant to the Territorial President of Women’s Ministries making recommendations that assure compliance with territorial fiscal strategies and practices.
• Prepare and review budget submissions for presentation to Territorial Finance Council
• Support department/section leads with operational matters pertaining to budgets throughout the year
• Review and analyze monthly comparison statements to assure compliance and investigate discrepancies
• Monitors departmental expenditures and may liaise with finance officials
• Process local expenditures

Special Events and Project Coordination

• Helps with coordinating of Special Events
• Maintain contracts for special events (e.g. rental, AV, etc.)
• Create print material to promote event including brochures etc.
• Flexibility to travel to help with logistics at special events and meetings when required
• Maintain project database for special events

Education, Qualifications and Certifications:  

• College Diploma in Business Administration

Experience and Skilled Knowledge Requirements  

• Minimum 5-7 years of executive administrative experience
• Proficient in Microsoft Office products (MS Word, Excel, PowerPoint) and able to learn new systems (SharePoint, UltiPro, etc.) with ease

Skills and Capabilities (examples provided below):

• Advanced level computer skills with proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, Publisher) and web-based software.
• Strong sense of urgency and proven capability to manage time and multi-task to accomplish multiple and various tasks, with conflicting priorities and timelines
• Executive office administration
• Effectively and efficiently manages relationships, expectations, and concerns, in a professional and courteous manner, and develops and leverages professional knowledge and working relationships for the benefit of the organization.
• Ability to maintain confidentiality and a high level of integrity.
• Excellent organizational and time management skills
• Strong research skills
• Excellent communication and interpersonal skills (written and verbal)
• Must display sound judgment, strong attention to detail, and willingness to take initiative
• Self-starter capable of working independently with limited direction
• Keen attention to detail
• Ability to work well in a team-oriented, collaborative environment

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all employees in Canada.  The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial/territorial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

We thank all applicants, however, only those candidates to be interviewed will be contacted. Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.