Executive Assistant – Perm FT – Scarborough

To provide confidential administrative support to the offices of the Divisional Leaders.  Acts as link between executive and managers, staff, external partners, and agencies as well as the public in general.  Provides full administrative assistance including preparing documents and presentation material, screening and responding to incoming correspondence, inquiries, and phone calls, drafting letters and official information releases, arranging, and attending meetings, taking and distributing minutes. Analyze incoming and outgoing communications, submissions and reports and prepare summary for executive officers. Maintains the executive’s office records, processes TEM, and approves standard departmental expenditures.  Also makes travel arrangements for executive officers. Research policies and procedures in preparation for boards and committee meetings.  Conduct research and compile data and arrange details for special events connected to executive officers.   Liaise with departmental and external partners.

• Manage and ensure the protection of confidential and sensitive Officer, Employee, client and/or program files
• Ensure efficient processing of required documentation, agreements, other legal documents requiring execution by the Governing Council of The Salvation Army
• Monitors and manages inbox of Divisional Leaders
• Responds to email on behalf of the Divisional Leaders as requested and defined. (e.g. letters dealing with administrative issues, inquiries, acknowledgements).
• Manage supervisor’s calendar and all travel arrangements
• Process TEM (Corporate Visa, automobile, and general expense)
• Maintain Divisional Calendar of Events
• Officers Orientation – assist with planning, correspondence and necessary documentation
• Coordinate Divisional Leaders Weekend Visit schedule
• Researches and responds to routine and difficult enquiries on behalf of the supervisor
• Performs general office duties, including: answers, screens and directs telephone calls enquires; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; sends and receives documents and material as requested.
• Prepare, receive and file all documents for various projects and processes (e.g. PEAC, prep for Divisional Reviews, etc.).
• Builds and maintains databases (e.g Officer furlough, etc.)
• Drafts and prepares presentations, brochures, fliers, advertisements, invitations and certificates subject to supervisory approval (e.g.Special Divisional events; Local Officer Certificates, Employee Recognition Certificates, etc.)
• Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes (DEB and other sub-committees as assigned by supervisor)
• Event planning as required – ie. Officers Retreat, End of Summer Camps, leadership conferences, etc. (Assist Divisional Leaders with logistical details and planning)
• Make decisions on routine and urgent administrative matters in the absence of the supervisor
• Perform other duties as assigned

CRITICAL RELATIONSHIP MANAGEMENT

Internal:

• Work with departmental members
• Communicate with department heads and staff of other departments at DHQ

External:

• Vendors involved in supplying special event material
• Any supplementary contract resources as required to support assigned tasks.

MANAGERIAL/Technical Leadership RESPONSIBILITY:  

• Reports directly to Divisional Commander

 FINANCIAL MANAGEMENT:  

• The incumbent is involved in minor financial matters regularly. They may be authorized to spend, disburse, or collect small amounts of cash. The incumbent has very little input into the annual budget. 

MATERIALS MANAGEMENT:  

• Data management, compile data and arrange details for special events connected to executive officers

WORKING CONDITIONS:  

• Typical office environment

Work is normally during regular business hours but on occasion may be required to work outside after hours

Education, Qualifications and Certifications:  

• 2 or 3 year College Diploma

 Experience and Skilled Knowledge Requirements  

• 3-5 years’ experience including experience dealing with office equipment and tools, and senior administrative/secretarial experience.
• Experience with bookkeeping and basic event planning will be considered an asset.

Skills and Capabilities:  

• Self-starter capable of working independently with limited direction
• Keen attention to detail
• Ability to work well in a team-oriented, collaborative environment
• Proficiency with Microsoft Office Suite

Successful candidates will be required to provide a satisfactory Criminal Record Check or Vulnerable Sector Screening.

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.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.

Experience with bookkeeping and basic event planning will be considered an asset.