Covenant Care + Covenant Living Support Office, Edmonton, Alberta, Canada

Job Description

Posted Wednesday, March 12, 2025 at 8:00 AM | Expires Monday, March 24, 2025 at 7:59 AM

Executive Assistant Temporary Full Time FTE 1.0 (March 31st-September 30th) Edmonton

About the Organization:

Is contributing to a mission driven organization important to you? Do you prefer to be a part of an organization that takes its mission as the basis for all decision making? The mission of Covenant Care is to "continue the healing ministry of Jesus by serving with compassion, upholding the sacredness of life in all stages, and caring for the whole person -- body, mind and soul."

In fulfillment of this mission, Covenant Care actively participates in advancing the Covenant Strategic Plan that aspires to:

Serve -- we will strengthen our mission and live our values to meet the needs of those we serve through excellence in care, an engaged team, and wise use of our resources;

Transform and Grow -- We will transform the health system and grow through integration, innovation, and shared learnings to respond to the strengths and needs of our communities, especially those most vulnerable;

And Contribute -- we will leverage our legacy to maximize the strategic contribution of Catholic health care.

Covenant Care is an organization that takes its mission to the heart of everything it does. We believe that this is what makes our organization stand out in our approach. Our Employees are the key to how our residents feel about their home... you have the ability to be a part of influencing the lives of all those that reside in our environments and create a caring and compassionate environment.

POSITION SUMMARY:

Reporting to the President and Directors, the Executive Assistant provides administrative and secretarial assistance. The Executive Assistant provides primary contact and positive impression to parties who first access the corporate offices and liaises with internal and external parties, locally, provincially, and on occasion nationally. Support is provided within the corporate offices, but serving Directors in other locations. Duties include managing the schedule and logistics, correspondence, daily activities, expenses and maintaining a high degree of confidentiality. Additionally, duties include word processing documents, development of presentations using multiple media, meeting management, and establishing and maintaining a central filing system. This position must perform in a complex, fast-paced and demanding environment with astute attention to detail. The Executive Assistant performs all duties in accordance with Covenant Care + Covenant Living's Mission and Values.

Key Responsibilities

CLERICAL

Schedule and maintain the calendar for the President and Directors, including logistics around scheduling, travel arrangements, and preparation of meeting materials.
Manage and direct access to the President and Directors, responding to queries and maintaining positive communication with internal and external contacts.
Coordinate internal and external meetings for the President and Directors, organizing relevant information, preparing agendas, booking meeting rooms, and arranging catering.
Act as a resource for all levels of staff and stakeholders by assisting within the scope of expertise or making referrals.
Prepare day folders containing all available materials and information for each meeting.
Handle multiple priorities and urgent requests in a calm, professional manner.
Prioritize workload on a daily basis and coordinate duties effectively.

ADMINISTRATIVE

Receive, review, and prioritize incoming requests and mail/e-mails, directing for appropriate action.
Maintain and assist in all aspects of day-to-day activities.
Design and update spreadsheets, work plans, charts, and templates as necessary.
Check for accuracy and completeness of information.
Perform routine office duties such as photocopying and supply ordering.
Ensure all documentation is complete with a high level of accuracy.
Maintain confidentiality and discretion in handling all matters/documents.
Monitor office resource utilization and order supplies as needed.
Complete timesheets for the President and Directors and their staff as assigned.
Support President and Directors in developing employee engagement plans.

FINANCIAL

Maintain President and Directors expenses including credit card reconciliation.
Provide support for variance document development and routine input into systems.

RECORDS MANAGEMENT

Coordinate and maintain a Master Filing Index System for all correspondence and confidential files.
Maintain a hard copy filing system, e-filing system, and email organization system.

OTHER

Coordinate corporate car log and logistics including oil changes and tire rotation.
Other job duties as required.

Special Knowledge/Skills:

Excellent formatting, grammar, and proof-reading skills.
Excellent interpersonal and public relations skills.
Excellent communication skills, written and oral, with strong leadership and organizational skills.
Expert skills with Microsoft suite and presentation applications.
Sound judgement and the ability to work independently under pressure.
High level of tact and discretion.
Strong commitment to customer service and professionalism.
Must maintain high degree of confidentiality.
Must handle multiple urgent and routine requests professionally.
Excellent organizational skills.

PLEASE NOTE:

Covenant Care offers a very competitive compensation and benefits package.

All employees new to Covenant Care must provide a criminal record check not older than 90 days ahead of your commencement date. Criminal Record Check/Vulnerable Person Screening processing is taking much longer than typical (3 to 4 weeks) and that commencing the process in advance is advisable. Not having your CRC will delay your ability to commence employment. Covenant Care is committed to an inclusive work environment and encourages all qualified individuals to apply. We thank you in advance for applying with Covenant Care.

Only those candidates selected for an interview will be contacted.

Covenant Living

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