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Executive Assistant


Reports To: Executive Director


Type of Position: Part-time, 20 hours a week. Temporary position, 1 year with possibility of extension.


Position Summary:

Provide general office management and administrative assistance to the Executive Director (ED), and other staff as necessary, to ensure that organizational goals are met and best practices are upheld.


Qualifications:

  • College diploma/certificate or university degree in business administration or other related discipline or an equivalent of education and related work experience

  • Minimum 1 year experience; Christian ministry and or non-profit sector experience is an asset

  • Must be committed to the mission of TCPCC and willing and able to uphold the Statement of Principle, as well as the Statement of Faith, Values, and Policies of the Centre

  • Exceptional organizational and time management skills; able to work on multiple projects at a time and effectively meet deadlines

  • Proficient in Microsoft Office, Google Workspace apps, data bases and QuickBooks/ Simply Accounting

  • Knowledge of computer and social media platforms, with aptitude to learn new software and systems

  • Strong oral and written communication skills to effectively communicate with clients, staff, community partners, donors, and management etc.

  • Excellent problem solving and judgement skills with a high level of attention to detail and accuracy

  • Ability to handle confidential information with discretion

  • Flexible team player who is adaptable and enjoys a challenge

  • Willingness to accept increasing responsibility as experience grows

Primary Responsibilities:


Administrative

  • Meets regularly with the ED, working closely and effectively with them, keeping them well informed of all office matters, responsibilities, communications

  • Maintain general office organization and tidiness

  • Answer & screen phone calls for ED; handle general business calls and site support issues. Refer callers to alternative community services when necessary

  • Assist with projects and research as needed, including copying and printing

  • Pick up incoming mail, open it and distribute it as required; respond to routine inquiries. Check outgoing mail and have it brought to post office.

  • Manage/ oversee comprehensive filing system (electronic and hard copy) of all organizational minutes, legal documents, policies, information, plans, reports, and databases

  • Maintain all aspects of office resources including keeping inventory and ordering supplies

  • Maintain and update all media including, social media and website content

  • Compile and provide monthly statistical reports to Executive Director 5-7 days before board meetings

  • Able to create detailed work plans and identify sequence of events; even delegate suitable tasks and projects to administrative volunteers

  • Assist with planning meetings and appointments of the ED by providing scheduling support, drafting and editing documents, researching, reviewing and analyzing information

Finances

  • Enter donations daily to the database and financial information into QuickBooks and have reports ready for bookkeeper

  • Prepare bank deposits and take to bank

  • Ensure that donor account information is accurate and up to date

  • Pay all invoices as required, on time

  • Coordinate donor appreciation on a regular basis

  • Assist in annual budget projections & preparation

Client Services:

  • Participate in teaching topics for volunteer training/ orientation if needed

  • Be available to assist clients when needed

  • Review, update and monitor adherence to TCPCC policies and procedures

  • Ensure program activities comply with all relevant legislation and professional standards as required

  • Assist with hospitality at the Centre

  • Assists in leading and supervising volunteers

Public Relations:

  • Represent the Vision and Mission of the Centre with community, donors, and external stakeholders

  • Ensure that contact information of board, staff and volunteers, community partners, and affiliates is accurate and up to date.

  • Engage in community events and public speaking as requested by the Executive Director

  • Assist in booking and managing details of meetings and speaking engagements, including making travel arrangements and creating itineraries when necessary

  • With ED, set up yearly marketing schedule and oversee implementation of proposed schedule, including: events (all fundraisers), mail outs (as per Canada Post Regulations), and advertising

Other

  • Perform other related duties as required

Working Conditions and Hours:

  • The position will function primarily out of the TCPCC office. From time to time travel may be required for training, promotional activities or service delivery.

  • The hours of operation are currently 10am through 4pm, Tuesday through Thursday. Staff will also be required to attend training, promotional or service delivery opportunities that may include evenings or weekends.

Note:

Successful applicants must:

  • Provide proof of qualifications

  • Have a valid driver’s license

  • Complete an enhanced security clearance (police check and vulnerable sector search) as a condition of employment

All staff and volunteers shall receive yearly written and oral evaluation by the Executive Director

All staff and volunteers must complete Pregnancy Care Canada training once hired

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