Executive Assistant

Description

Camrose & District FCSS is seeking a dynamic, highly skilled individual in the position of Executive Assistant to provide essential support to the Executive Director and Administrative Team.  The Executive Assistant will be responsible for records-keeping, meeting coordination, event planning, scheduling, communication, website updates, project management and evaluation.  The Executive Assistant will assist and provide support for payroll, accounts payable, personnel files, annual competencies and other administrative duties.  This is a full-time, permanent position, working 35 hours/week, Monday to Friday – with the understanding that flexibility is required. 

Start Date: Position will begin as soon as an appropriate candidate is found. 

Salary:  Salary will vary depending on the candidate’s experience and qualifications. 

Additional Benefits: 

• Flexible hours 
• In-person work opportunity
• Comprehensive benefits package

Responsibilities

The Executive Assistant is responsible, under the direct supervision of the Executive Director, for the following:  

Program Planning, Monitoring and Evaluation

• Assists with planning and implementation of community support initiatives such as Tools for School, Winter Coat Drive, Community Pantry, Welcome Camrose, social needs surveys, Cultural Food Hampers, Charity Checkstop, Christmas Cookies for the County, Volunteer Income Tax, etc.
• Assists with efficient and timely monitoring, reporting, assessment and recommendations based on program statistics, outcomes and achievements.
• Coordinates with Marketing & Communications consultant to create the annual impact reports and budget presentations to Councils
• Works closely with Marketing & Communications consultant to perform updates to website

Meeting Coordination for Board of Directors and Committee Meetings

• Books rooms for meetings, sends out calendar invites and meeting documents; arranges for meals/refreshments as necessary
• Assists Executive Director with compiling meeting packages minimum one week prior to meeting date– agendas, prior meeting minutes, reports, supporting documents, presentations for Board meetings, Society Annual General meetings, staff meetings, committee meetings and ensure information is accurately documented and circulated to members.
• Is responsible for recording and transcribing the minutes for monthly Board meetings and committee meetings by attending the meetings as a recording secretary; forwarding minutes for approval and circulating to Board/Committee members.   
• Is responsible for the Board’s adherence to and application of Robert's Rules of Order.
• Is responsible for maintaining and managing records, reports and official correspondence ensuring records are securely stored and accessible.
• Provides administrative assistance and supports other CDFCSS programs as necessary

Operational and Financial Management

• Assists the Executive Director with day-to-day operations by maintaining adequate, appropriate operational and statistical records of all applicable program activities and assisting with external and internal communications
• Assists the Financial Manager in receiving and receipting monies for programs/services to ensure monies collected are appropriately allocated and correctly recorded
• Cross-trained to provide relieve coverage for Finance/HR Manager with payroll, accounts payable, personnel files, annual competencies, performance reviews, program billing

Community Partnership and Public Relations

• Promotes and practices excellent public relations with clients, program participants, their families, volunteers, Board members, other CDFCSSA clients and personnel, other related agencies, funding bodies and government departments and a diverse range of stakeholders
• Be an ambassador within the community of social services, liaison with agencies as needed and work collaboratively with support agencies or organizations
• Demonstrate discretion specifically regarding sensitive information, safeguarding CDFCSSA’s reputation by maintaining confidentiality and ensuring compliance with data protection regulations

 Knowledge, Compentencies, Education, and Experience

• Secretarial/Administrative Assistant/Executive Assistant Diploma or Certificate, or equivalent post-secondary training and; experience
• Minimum two (2) years experience working with nonprofits or charities preferably in the human services field
• Significant experience, knowledge and experience in database and report analysis skills
• Ability to provide compassionate, client-centered, trauma-informed services working with a diversity of individuals
• Demonstrates exceptional interpersonal planning and organizational skills, coordination, problem-solving skills, exhibiting a generally positive approach, attention to detail, and a high degree of personal initiative and professionalism
• Proficiency and expertise in Microsoft Office Suite, Google Workspace, QuickBooks, Canva, Sharevision, Better Impact, website revisions.  Ability to become proficient with government reporting portals and VOIP phone system
• Respects and observes the confidential nature of the position to maintain the respect of the community and ensures the privacy of individuals
• Excellent oral and written communication skills
• Is creative and flexible; can generate new ideas and methods for program enhancement and adjust to changing work and community environments;
• Comfortable working independently; available some weekends and/or evenings
• First Aid and CPR certification required;
• CWIS check and criminal record check required;
• Valid Alberta Driver’s License, reliable vehicle with appropriate insurance, and clean driver’s abstract

How To Apply

Please send a cover letter and resume to director@camrosefcss.ca before the May 16, 2025 deadline.

Closing Date:  May 16, 2025