Executive Assistant to Chief Impact Officer

Are you passionate about making a difference in the lives of individuals experiencing poverty and homelessness? Do you have strong organizational and administrative skills? The Mustard Seed Calgary is seeking an Executive Assistant to the Chief Impact Officer (CIO).

The Executive Assistant reports to and provides a high level of confidential administrative support to the Chief Impact Officer (CIO), improving the effectiveness of their leadership. This is a critical role that supports operational excellence through effective communication with leaders, community stakeholders and multiple functional service and program areas for The Mustard Seed.

Employment Type: Fulltime, Permanent
Schedule: Monday to Friday, 8:00AM to 4:00PM
Reporting to: Chief Impact Officer
City: Calgary
Number of Positions to Fill: 1
RFR #: 1314

DUTIES AND RESPONSIBILITIES:

• Primarily responsible for supporting the CIO, in their daily activities overseeing and leading the core programs of Shelter, Housing, and Food Services.
• Implementation and integration of administrative systems and processes in an effective manner.
• Provides warm, professional responses and support to both internal and external people.
• Developing and implementing short and long-term work plans and objectives.
• Developing guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.
• Developing and implementing new procedures to improve the quality and quantity of work.
• Anticipates needs and weekly requirements for the CIO; preparation of meetings and report generation.
• As required, track and report on Grants / Funding in relation to the Programs under the CIO.
• Prepare monthly reports, update KPI's, and code monthly credit card statements; pre-approve invoices via Financial Force.
• Produce and/or assist in the production of required internal and external reports.
• Performing tasks which require advanced skills in organization and planning, knowledge of operations and an overall knowledge of other departments.
• Coordination of internal and external meetings, ensuring materials, travel plans, agendas and room/food arrangements are in place.
• Coordinates the scheduling and details for events as required.
• Assist in budget creation, management, and variance reports.
• Point of contact for the team sick days, vacation days, wellness day and monitor approval for CIO teams.
• Reviews daily Incident Reports of CIO programs and flags issues for leadership attention.
• Represents The Mustard Seed professionally.

MINIMUM QUALIFICATIONS AND SKILLS

• Degree or diploma in office administration.
• 5-8 years of progressive experience as an administrative assistant, with 3 years of experience at a senior level.
• Exceptional skills in diplomacy and interpersonal relations.
• Takes initiative and demonstrates sound judgment in complex situations.
• Demonstrates adaptability, team excellence, results focused, service excellence.
• Ability to build and maintain effective interpersonal relationships at all levels of the organization.
• Discretion with confidential information.
• Ability to work occasional long hours and some weekends in support of events.
• Demonstrate strong oral and written communication skills.
• Detail oriented and demonstrated ability to handle multiple projects simultaneously.
• Exceptional time management, organizational skills, and planning skills.
• Intermediate to advanced skills in Microsoft suite of products and proficient in standard workplace digital platforms.
• Thrives in a fast-paced environment.
• Takes initiative and demonstrates good judgment.
• Personal alignment with The Mustard Seed Mission, Vision, and Values.

WORKING CONDITIONS

• Workday hours, Monday to Friday, with the flexibility to accommodate evenings and weekends as required.
• Very fast paced and demanding work environment.
• As The Mustard Seed is a Christian ministry, we require our employees sign an agreement indicating that they will respect and not detract from our Statement of Faith.
• Employees are to be aware that many of our clients may experience difficulties or impairment at times, which could result in them uttering threats, discriminatory statements, and other insults at your person. This may in a raised voice, or in seeing unpredictable behaviour up to and including the possibility of them becoming aggressive.
• Training on how to respond is provided, but this is to be considered typical working conditions. Many of our clients are unaware of the impact of these comments.
• Some travel may be required.

ADDITIONAL REQUIREMENTS

• An Employment Background Check is required for all positions at The Mustard Seed.
• As The Mustard Seed is a Christian ministry, we require our employees to agree to respect and not detract from The Mustard Seed's Employment Values during their employment at The Mustard Seed.
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer.

COMPENSATION & BENEFITS

• The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents, matching RRSP after one year of service, and wellness days.
• All The Mustard Seed employees have access to the Employee and Family Assistance Program, which provides support for maintaining a healthy work-life balance, addressing mental health concerns, and focusing on personal development in various areas.

NOTE

• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.
• Please visit our Careers page to see more job opportunities.