Job Description

Overview

The Executive Assistant and Administrative Coordinator provides comprehensive administrative support to both the Executive Director and the Board of Directors. This role also involves assisting the Heritage Calgary team with special projects, ensuring the organization's business and office needs are met. Additionally, the Executive Assistant and Administrative Coordinator actively represents Heritage Calgary both internally and within the community.

Responsibilities

ED Support

Manage the ED's schedule, calendar, voicemail, and email inbox, including composing and distributing emails and other communications as needed Maintain a flexible schedule to mirror the ED's onsite requirements Escalate matters requiring urgent attention Prepare for meetings by organizing print and electronic materials Support the annual audit process Oversee the procurement needs of the organization Assist with the strategic direction of IT and phone initiatives

General Administrative Support

Prepare for all Board, Committee, and Agency meetings, including scheduling, catering, and materials preparation. Assume role of meeting secretary for all meetings Maintain monthly agency Minute Book Manage all agency memberships Maintain the Heritage Calgary voicemail and email inbox, including composing and distributing communications as needed Support general administrative tasks such as drafting letters, proposals, reports, and presentations Oversee office and equipment maintenance including leases, renewals, and general maintenance; order office supplies and coordinate with vendors, including cleaners Handle distribution of daily incoming and outgoing mail Providing support to all visitors and staff

Document Control & Policy Management

Optimize records management processes, including hard copy and electronic filing Ensure compliance with privacy and retention requirements Manage all partner documentation, including insurance Maintain risk management documentation Maintain documentation and registration of bylaws and regulations related to Municipal, Provincial, and Federal requirements Ensure a strong working knowledge of all policies, amending information as required Communicate and distribute all policies and respective changes

Financial Management

Assisting with accounts payable and receivable Track and submit all expenses to the bookkeeper

Experience

Education

Post secondary education in business administration, office management, or related field Valid driver's license with access to a vehicle

Experience

Experience as an Executive Assistant with office management experience Experience supporting a Board of Directors an asset

Skills

Proficient in MS Office 365 Suites Excellent written and verbal communication skills Self-motivated with critical thinking and problem-solving skills; able to adapt to changes Strong project management, coordination, and organizational skills Government relations is considered an asset
Job Type: Full-time

Pay: $40,172.55-$55,000.00 per year

Benefits:

Extended health care Flexible schedule Life insurance Paid time off RRSP match
Work Location: Hybrid remote in Calgary, AB T2P 1G2