The Edmonton Community Legal Centre (ECLC) is seeking an experienced Executive Assistant to join our organization on a full-time permanent basis. The Executive Assistant is a new position, which will be responsible for providing professional and confidential support to the Executive Director, the Board of Directors, and the staff senior Leadership Team. The Executive Assistant will work closely with the Executive Director to proactively support the management of the ECLC, and brings an innovative and collaborative approach to the role and optimum benefit to the ECLC.
The Executive Assistant will join our staff team of 30, which includes six staff lawyers, and a multi-disciplinary client support team, working in cooperation with 300 volunteers each year, including 200 volunteer lawyers. The Executive Assistant will report directly to the Executive Director, and develop and maintain positive and productive relationships with all ECLC staff, board members, and various external stakeholders.
Responsibilities include:
Executive Director Support:
- Manage and coordinate the ED’s calendar of activities, including events, meetings, and travel.
- Ensure that the ED is adequately prepared for their day and week.
- Review and action ED e-mails and other correspondence and materials for meetings, conferences, speaking invitations, and other high-priority items
- Book ED travel requirements (flights, hotels, etc)
- Collate and submit the ED’s record of expenses to the Finance and Administration Manager.
- Manage all internal SharePoint sites and ED technology requirements
- Facilitate agency-wide communications as required on behalf of the ED
Board Support:
- Maintain and update, when required, the annual calendar of Board and committee meetings
- Support the Chair, ED, and committee chairs in developing Board and committee meeting agendas
- Collate and distribute Board and committee meeting materials from the ED, Chair, Committee Chairs
- Follow up with board members prior to meetings regarding quorum, time changes, additional materials, etc
- Take minutes during all board and committee meetings, and distribute approved meeting minutes within one week of every meeting
- Maintain the board SharePoint site, ensuring that all materials are uploaded and current
- Ensure the board SharePoint site always contains all meeting minutes and the most current Governanace Manual and related documents, Director Competency Matrix, new Director onboarding materials, ED Succession Plan, ED employment agreement, Director contact list, etc
Staff Leadership Team Support:
- Coordinate Leadership Team meetings include agenda preparation, and compliation of all documentation, minutes, and action lists
- Take minutes during all Leadership Team meetings
Back-up to Administrative Assistant
- Provide front desk direct client service in the absence of the Administrative Assistant, including in-person and over the phone client involvement
- Related duties may include assisting with other organizational administrative matters to support the work of clients, staff, and the ECLC
What we are looking for:
- Post-secondary diploma in office administration or a related field
- 5 - 8 years of progressively responsible administrative support in an executive/senior leadership environment
- You are very organized, accurate, and detail-oriented
- You are approachable, friendly, welcoming, and professional
- Calm and caring approach when dealing with people who may be upset and experiencing difficult issues
- Proficient and comfortable with a variety of MS Office applications including Team and SharePoint, as well as Adobe Acrobat
- Working knowledge of Microsoft Dynamics is an asset
- Ability to maintain focus and complete duties in an environment of frequent interruptions
- Excellent verbal and written communication skills, including proficiency in formatting, grammar, and spelling
- Demonstrated ability to work independently with minimal direction/supervision
- Demonstrated ability to promote teamwork, collaboration, and partnership
In addition to a competitive salary, the ECLC offers a comprehensive benefit package, generous allotment of wellness and vacation days, and the option of an employer matched RRSP. Our workday is 8:30 am – 4:30 pm Monday to Friday.
You must include a cover letter for your application to be considered complete.
The ECLC is committed to an equitable, diverse, and inclusive workplace. We encourage applications from people who will contribute to the richness of our staff team. This includes, but is not limited to, First Nations, Metis, Inuit persons; members of visible minority groups; persons with disabilities; persons with any sexual orientation or gender identity and expression; and all those who may contribute to and encourage further diversification of the ECLC.
Job Types: Full-time, Permanent
Pay: $60,000.00-$65,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Wellness program
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
Application deadline: 2024-11-14
Expected start date: 2025-01-06
