Job Description

ABOUT US:

Onion Lake Family Services is an organization that strengthens family units by offering support and resources to parents and caregivers, aiming for healthy homes. Our short-term, strength based services focus on empowering families for long term improvement and skill building.

Under the direction and supervision of the Executive Director, the Executive Assistant is responsible for providing support on administrative responsibilities to the Executive Director. The Executive Assistant is required to maintain confidentiality and professionally interact with employees and the public.

ROLE AND RESPONSIBILITIES

• Assist the Executive Director in planning, implementing, and evaluating activities in accordance with the Agency's goals, objective, and priorities.
• Maintains confidentiality, and professionalism with employees, community members and the public always.
• Knowledgeable, and abides by the policies, procedures, mandates, regulations, and other requirements that govern the agency.
• Filing, recording, preparing important documents, reports, correspondence.
• Knowledge of standard meeting procedures and Roberts Rules Order.
• Keeping documents organized physically and electronically.
• Prepare work schedules and calendar management for the Executive Director.
• Prepare travel schedules.
• Prepare all documents, contracts, agreements where required by the Executive Director to be signed.
• Ensure availability for regular and off-hour work.
• Handle sensitive information, maintain discretion and act responsibly to maintain confidentiality, privacy, and integrity.
• Coordinate strategic planning with executives.
• Coordinates high-level internal and external communications. Attend meetings on the behalf of the Executive Director
• Refer all information to the appropriate personnel.
• Assisting the Director in investigating on the disposition of grievances. Proficiency with Microsoft 365, Word, Excel, Outlook and Adobe
• Other duties as assigned by the Executive Director

QUALIFICATIONS AND EDUCATION REQUIREMENTS

• Post - Secondary Diploma in Business Administration, or relevant discipline is preferred. Certificate or diploma in Office Administration
• 3 years experience in an administrative role
• Valid Driver's License with acceptable abstract
• Clear criminal record with vulnerable sector
• Combined education and experience will be considered.

COMPETENCIES

• Proven experience in the administration field.
• Knowledge of computer technologies.
• Thorough understanding of office procedures
• Excellent communication and organizational skills.
• Work under pressure and stress situations
• Punctual
• Strong principles & ethics
• Ability to handle sensitive information.
• Flexibility and Adaptability
• Physical ability to lift up-to 20 lbs.
• Attention to detail.
• Excellent organizational and time management skills
• Physical ability to lift up-to 20lbs

HAZARD ASSOCIATED WITH JOB

• Physical and cognitive ergonomics
• Aggressive incoming calls
• Some flex time on evenings and weekends
• Travel

Contact/application information:

To be considered for our recruitment round, please submit your resume with the following to lynda.curtis@olfs.ca :

1. Cover Letter

2. Current resume with dates specified

3. Three reference letters, (1 from a co-worker, 1 from a current supervisor, 1 from a past supervisor)

4. Criminal Check

5. Driver's Abstract

We thank all applicants, however only those selected for an interview will be contacted.

POSTED: February 10, 2025

DEADLINE: February 24, 2025

Job Type: Full-time

Benefits:

• Company pension
• Dental care
• Disability insurance
• Life insurance
• Paid time off
• Vision care
• Wellness program

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2025-02-24