Executive Assistant To The Executive Director And Finance Director

Candidates must be fully vaccinated against COVID-19
Schedule: Monday to Friday, 40 hrs per week (exact hours to be negotiated)
Salary: $60,000 to start, plus full benefits and RRSP contribution
About Alpha House
Established in 1981, Alpha House, is a non-profit charitable agency that provides a safe and caring environment for individuals whose lives are affected by alcohol and other drug dependencies and are struggling with health issues such as addictions, mental health and physical health. We work to connect individuals facing addictions with a variety of our programs and services including outreach programs, our Intox shelter, a detox program and a housing programs which provide case management support. All of Alpha Houses programs are operated from a housing first and harm reduction philosophy.
Job Summary
Provide confidential, efficient and effective executive level administrative support to the Executive Director, Finance Director and Board, including, funding contract Management, drafting of correspondence, scheduling meetings and assisting with Board Reports and meeting minutes.
Responsibilities

• Coordinate, track and communicate the Agencies contracts and funding agreements, including applications, signing and reporting requirements to Executives and Directors
• Source and Implement an electronic system for managing funding agreements and contracts
• Consolidate progress reports on all program related activity for Executive Leadership and Board and other internal and external reports as required
• Create, update and maintain Board documents, binders, reference materials and packages
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including creating, updating, distributing and maintaining board documents, reference materials and packages.
• Record, transcribe, and distribute meeting minutes, and preparing reports and minutes accordingly;
• Maintain executive's appointment & meeting schedule including planning of meetings and events including, booking venues & arranging catering
• When needed, attend meetings as proxy for the Executive Director
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating calls.
• Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications and establishing personal networks
• Contributes to the team effort by accomplishing other related responsibility as needed.
• Participate in Senior management meetings

Qualifications

• Post-secondary training in a related field or equivalent experience, ideally a diploma in Business Administration or Not for Profit Management
• Minimum 5 years of experience providing administrative support at a senior level
• Experience and knowledge of the social services sector is an asset.
• Advanced computer skills, including Adobe and MS-Office (Outlook, Word, Excel, PowerPoint)
• Excellent interpersonal and communication skills
• High standard of ethics and confidentiality to handle sensitive information
• Detail orientated, resourceful, flexible and able to work within tight timelines
• Understanding and compassion for our client population

Position Requirements:

• Proof of COVID vaccination
• Class 5 (Non GDL) driver license would be an asset
• Able to provide a Vulnerable Sector Search, valid within the last six months, that does not contain any results material to the position
• FOIP Certification
• "It's your Move" training, or equivalent ergonomics training