Nature and Scope
The Executive Office Administrator reports directly to the Chief Executive Officer (CEO) and is responsible for providing administrative support to the CEO, Senior Leadership Team, and Board of Directors. Responsibilities include, but are not limited to, scheduling appointments, preparing and distributing meeting minutes, drafting correspondence, and coordinating administrative activities. The EOA is required to maintain a high level of confidentiality and professionalism while interacting with employees, management, external stakeholders, and the public.
Responsibilities and Duties:
- Provide administrative support to the Chief Executive Officer (CEO), Senior Leadership Team, and organizational operations by coordinating administrative activities, preparing documentation, managing correspondence, and assisting with organizational priorities.
- Prepare, format, proofread, edit, and maintain a variety of organizational documents, including correspondence, reports, presentations, policies, procedures, forms, meeting materials, accreditation documentation, and other records as required.
- Support the development, review, formatting, and maintenance of organizational policies, procedures, and related documentation by participating in policy meetings, recording revisions and decisions, maintaining version control, coordinating approvals, distributing finalized documents, and ensuring current documents are appropriately stored and accessible.
- Provide administrative support for organizational meetings by preparing agendas, recording accurate meeting minutes, tracking action items, and ensuring meeting documentation is completed, maintained, and stored appropriately.
- Coordinate meeting logistics, including scheduling, room arrangements, technology requirements, and distribution of required materials.
- Coordinate facility tours, employee visits, organizational events, special projects, and other activities as required.
- Coordinate external training and professional development activities for employees, including registration, scheduling, travel arrangements, accommodations, transportation, and other logistical requirements.
- Provide administrative support for accreditation readiness and compliance activities by organizing documentation, maintaining evidence records, preparing materials, and assisting with accreditation requirements and related standards.
- Maintain organizational records, filing systems, and document management processes to ensure information is accurate, current, secure, accessible, and retained appropriately.
- Provide administrative support for employee onboarding activities, including preparing onboarding materials, coordinating required documentation, assisting with orientation processes, and supporting facility tours and introductions for new employees as required.
- Participate in cross-training for reception duties and provide front desk coverage as required to support continuity of operations, including greeting visitors, answering and directing telephone calls, responding to inquiries, and supporting general office operations.
- Maintain confidentiality and exercise professionalism, discretion, and sound judgment when handling sensitive organizational, employee, client, Board, and stakeholder information.
- Identify opportunities to improve administrative processes, documentation practices, and office workflows to support organizational effectiveness.
- Perform other duties related to the position as assigned by the Chief Executive Officer.
Board Administration
- Serve as the administrative liaison and point of contact for the Society, Board of Directors, and Board Committees.
- Provide administrative support for Board Meetings, Annual General Meetings, Board Committee meetings, and other governance-related activities as required.
- Coordinate Board meeting logistics, including scheduling, meeting arrangements, preparation of materials, and set-up support as required.
- Prepare, assemble, and distribute Board meeting agendas, packages, and supporting documentation.
- Attend Board and Committee meetings to record accurate meeting minutes, maintain official records, track decisions, and ensure documentation is completed and retained appropriately.
- Maintain Board governance documentation, including the Board Policy Manual, bylaws, resolutions, meeting records, and other governance documents, ensuring revisions are accurately recorded and appropriately maintained.
- Facilitate access to Board records and respond to inquiries regarding Board documentation and meetings in accordance with organizational policies and confidentiality requirements.
- Prepare Board correspondence and other governance-related documents as directed by the Board of Directors or Board Chair.
- Provide administrative support to Board Committees and assist with governance projects and initiatives as required.
- Maintain confidentiality and professionalism when handling Board discussions, records, and sensitive governance information.
- Perform other Board-related duties as assigned.
Qualifications
- Post-secondary certificate or diploma in Office Administration, Business Administration, Executive Administration, or a related field.
- Minimum of 3-5 years of experience in an administrative, executive assistant, or similar role, preferably supporting senior leadership.
- Strong knowledge of office procedures, administrative practices, document management, and organizational processes.
- Experience preparing, formatting, proofreading, and maintaining professional documents, correspondence, reports, policies, procedures, and meeting materials.
- Experience recording meeting minutes, maintaining official records, and supporting committees, leadership teams, or governance-related activities is considered an asset.
- Strong attention to detail with the ability to prioritize tasks, manage competing deadlines, and maintain accuracy in a fast-paced environment.
- Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Strong organizational, time management, and problem-solving skills with the ability to work independently and demonstrate initiative.
- Resourceful, adaptable, and flexible with the ability to respond effectively to changing priorities.
- Exceptional written and verbal communication skills with the ability to build positive working relationships with employees, leadership, Board members, community partners, and external stakeholders.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information.
Employment Requirements
- Successful completion of a Criminal Record Check with Vulnerable Sector Check upon hire and every two years thereafter.
- Completion of Naloxone training and other mandatory organizational training requirements within the first three months of employment.
BENEFITS- Full Time /Part Time (24 hours per week minimum)
Vacation equivalent to 3 weeks per year, calculated based on standard working hours
Eligible for 5 paid sick days per year, calculated based on standard working hours
Long Term Disability Insurance
Employee Assistance Program
Training and continuing education opportunities
Schedule
This position requires flexibility to work outside of regular scheduled hours when required to support organizational operations, including Board meetings, Annual General Meetings, committee meetings, training events, and other organizational activities.
Health and Safety
Thorpe Recovery Centre works to ensure the health, safety and wellbeing of clients, staff, students and volunteers. All employees must adhere to the current Alberta Occupational Health and Safety Act, all applicable regulations, licensing bodies requirements, standards as well as organizational health and safety requirements and procedures.
Thorpe Recovery Centre follows all Provincial Health recommendations. In order to be considered for this position, all candidates must be in compliance with current provincial health authority and contractual vaccination requirements.
All candidates must adhere to the standards and policies laid out in the Residential Addiction Treatment Services – Mental Health Services Protection Regulation and the Mental Health Services Protection Act
- MHSPA (current as of December 15, 2022).
