Executive Assistant

Kindred Connections Society

Calgary

CAD 60,000 - 80,000

Job description

About Kindred

At Kindred, we’re convinced the key to living well is healthy relationships with self, family, and others. But relationships are complicated and sometimes we find ourselves in vulnerable places, disconnected from those who matter most.

Kindred’s purpose is to realize the power of human connection, and it shapes everything we do. Whether nuclear or chosen, family is the most important relationship in a person’s life. So, we invest in the special bond between children and those that care for them. We provide road maps toward healing when essential relationships are ruptured. And we understand that accessing timely mental health support can inspire confidence in self and others. Healthy human connection is possible, and together we can realize it.

The Position

Job Title: Executive Assistant

Job Type: Permanent, Full-Time

Work Arrangement: In Office

Position Overview

Reporting to the Chief Executive Officer, the Executive Assistant provides a high level of administrative support to the CEO on matters related to agency operations and board governance for both the Kindred and the Unlocking Potential Foundation (UP) boards. The Executive Assistant will also work closely with the administrative support team to manage the day-to-day operation of Kindred and ensure smooth and efficient processes of administrative/clerical workflows. The Administrative Support actively supports the general administrative functions of a wide variety of administrative tasks including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, processing payments, organizing and maintaining information, and providing general office support to Kindred’s staff.

Accountabilities

(Accountability-based position profile focuses on the overall goals and objectives of the position)

Support to the CEO (40%):

Provide a full spectrum of administrative and office management support to the CEO, including managing telephone and email inquiries.
Schedule and attend regular meetings with the CEO to align priorities, tasks and deliverables.
Actively maintain the CEO’s calendar – prioritizing, scheduling and coordinating meetings with various internal and external stakeholders.
Coordinate logistics of Executive and Leadership team meetings and special events.
Ensure the CEO’s preparedness for meetings and other obligations – e.g., preparation of technology, briefing notes or other materials; management of time within and between meetings.
Support the CEO in the discernment and prioritization of critical, urgent and important tasks and requests in the context of the overarching needs of the agency and follow-up, as necessary, with the CEO.
Draft documents and correspondence on behalf of the CEO.
Prepare briefs of key reading materials for the CEO.
Coordinate and prepare documents and materials required for the CEO’s signature – e.g., cheques, contracts.
Collate, review and reconcile the CEO’s receipts and expenses.
Assist the CEO with stakeholder management and stewardship – e.g., correspondence, purchasing of gifts.

Board Administration (20%):

Attend all Board Executive, Board Committee and full Board meetings, including the Annual General Meetings of both the Kindred and UP Boards.
Organize all aspects of Board Executive, Board Committee, and full Board meetings for both the Kindred and UP boards, including: meeting coordination and calendar management; material preparation (agendas, reports, presentations, reference materials, financial documentation, correspondence); arranging meeting facilities (location, room setup, A/V setup, food coordination); recording and distributing minutes and action items.
Manage and maintain Board documentation – e.g., online portal, policy registry, objects, by-laws, orientation package, evaluation.
Maintain up-to-date and accurate files.
Coordination of all ad hoc Board meetings – e.g., meetings with external stakeholders or other boards, Board 1:1 meetings with Chair and the CEO.
Coordinate new board member onboarding documents and existing board member required document renewals.

Administrative Support (40%):

Working in a team environment in an integrated manner with all internal and external stakeholders to ensure a positive experience and effective coordination of efforts on behalf of the Agency.
Exceptional Customer Service is an expectation and will include conducting oneself in a professional manner.
Tasks of reception are varied and will include but are not limited to answering and directing phone/email and fax inquiries; greeting and orienting clients/guests to the Agency; managing the financial aspects of client fees; processing mail, shipping, facility requests, client parking; ensuring guests’ needs for refreshments, and light tidying duties for the reception area.
Coordinate logistics and prepare agendas and minutes for all-staff meetings.
Respond to routine and moderately complex questions/issues concerning the agency and be the contact person for the building operator for any issues/concerns regarding the space.
Flexible working style with the ability to be a mobile worker with a varying schedule; regularly scheduled evening work will be required to meet the needs of the organization.
Assist with room bookings, organize meetings and other events as assigned.
Support projects, correspondence and initiatives as they arise.
Work closely with all divisions to ensure quality assurance processes are supported.
Ensure all correct documentation is completed and maintain files as per organizational policies, procedures and accreditation standards including monthly audit of data.
Contribute and participate in the development/implementation and maintenance of divisional systems and procedures.
May perform other duties as assigned.

Qualifications

Education and Experience

Business Administration Diploma or equivalent.
5+ years in an Executive Assistant/senior administrative role required.
Experience in the non-profit sector is an asset.

Knowledge, Skills and Abilities

High degree of professionalism, business judgment, tact and diplomacy.
High degree of discretion in managing highly confidential information.
Ability to work collaboratively with various stakeholders in a team-oriented environment with a positive, can-do attitude.
Strong organizational, calendarizing and document management skills, with keen attention to detail.
Proficiency in prioritizing and managing multiple tasks and meeting deadlines.
Intermediate to advanced skills in Microsoft Office (Word, Excel, Access, PowerPoint), Adobe Acrobat, video conferencing platforms, and various other software applications.
Excellent written communication skills, including writing, editing and proofreading.
Demonstrates initiative and problem-solving abilities.
Adept in developing and maintaining strong relationships with various stakeholders, including Board, leadership, staff, donors, funders and community partners.

Qualities and Characteristics

Embodies Kindred’s purpose (connection!) as demonstrated by prioritizing, embracing, and thriving in the work through strong relationships internally and externally.
Strong personal alignment with the Kindred values: compassion, courage, family, excellence, and humility.
High degree of self-confidence to appropriately challenge the CEO and form a strong team dynamic.

How to Apply:

Interested candidates are invited to apply on the Kindred career site with a Cover letter and Resume. The application will remain open until a suitable candidate is found. We thank all applicants for your interest in this position. Please note, only candidates selected for an interview will be contacted.

Successful applicants for this Position must complete Police Information Check

and Alberta Intervention Record Check.

Kindred offers a competitive benefits package, which includes health, dental, paid sick/personal days, generous vacation time, life insurance, AD&D, supplemental unemployment benefits plan, long-term disability, and group RRSP with employer matched contributions. We also offer on-going learning and development opportunities, and we hold employee appreciation and social events throughout the year.

The need for human connection is universal. At Kindred, we believe that everyone deserves to experience belonging regardless of where you come from, who you love, how much money you have or how you choose to pray. By embracing diversity of culture, race, religion, ability, sexual orientation, gender identity, and thought, Kindred is committed to ensuring there is space for you. Kindred approaches its diversity, equity, and inclusion journey with curiosity and humility. We commit to creating a safe and inclusive environment for our staff, clients and anyone we have the privilege of being in connection with.