Office Administrator

Role Description

The Alberta Mortgage Brokers Association (AMBA) seeks an Office Administrator to join our high-performing, dynamic team. The ideal candidate will have a minimum of three to five years of experience as an Office Administrator and experience working with committees and/or Boards of Directors.

Reporting to the CXO, this role is responsible for ensuring our office runs smoothly at all times, supporting our finance and accounting activities (including bookkeeping support), and supporting our various committees and Board of Directors in their activities. As part of a small but high-performing team, you can be creative and innovative and make a difference for our industry members and stakeholders. We offer a competitive not-for-profit salary, professional development opportunities, and a competitive benefits and wellness package.

This is an incredible opportunity for someone who is self-driven, highly organized, thrives in a fast-paced environment, and wishes to be part of a close-knit team that delivers outstanding member experiences.

This role is dynamic and requires a high level of enthusiasm, customer service skills, and exceptional organizational skills.

Who We Are

The Alberta Mortgage Brokers Association (AMBA) is the collective voice of the mortgage brokerage industry in Alberta. AMBA develops a standard of excellence for its members through advocacy, education, information, and networking. AMBA promotes an ethical and sustainable mortgage industry for consumers and industry members. Founded in 1975, AMBA is an independent, not-for-profit organization dedicated to highly ethical business principles and advancing the industry’s high integrity and professionalism.

Diversity & Inclusion: AMBA values the diversity of the people it hires and serves. Diversity at AMBA means fostering a workplace where individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person’s talents and strengths.

For interested applicants, we encourage you to visit both the AMBA website and our ongoing social updates to see AMBA in action. **To be seriously considered for this role, please include a meaningful, creative cover letter or introduction video**

Who You Are

You’re passionate about being highly organized and pride yourself on being the go-to person whenever someone has a question. You enjoy building meaningful relationships and being an invaluable member of a team. You are outgoing and personable and bring a high level of energy to your work environment. You love taking on new challenges and can manage multiple projects simultaneously - your superpowers include time management and exceptional organizational skills. Your attention to detail is second to none, and you are known for delivering on your commitments. You are trustworthy and take pride in your work. In addition to a stellar work ethic, you also love to celebrate the wins in life.

Top candidates will have experience in a not-for-profit organization or a similar small office environment and possess above-average skills in most Microsoft Office programs. The successful candidate must be willing and able to travel throughout Alberta for up to a week at a time as part of this role. A valid driver's license and access to a reliable vehicle are strongly preferred.

We are also giving preference to candidates who:

• Value working somewhere where collaboration is the norm and feedback is encouraged and listened to;
• Thrive in a fast-paced, high-performing environment;
• Can differentiate when perfection is required vs. when "done" is good enough;
• Have excellent communication skills – both verbal and written;
• Are optimistic and bring a sense of positivity and “sparkle” to their work environment;
• Have a great sense of humour to match a strong work ethic.

**We encourage you to apply even if you don't have experience in each of the role accountabilities below. We look for a perfect mix of culture fit, experience and aptitude, and we are excited about mentoring the right person.**

Key Role Accountabilities

Office Management

• Administrative support for all member programs including education, membership, events, sponsorship, and the executive office;
• Responsible for answering member calls (main office line) and emails and providing support to members as required;
• Organizing and booking organization travel and hotels for the CEO and staff.
• Research and prepare reports, statistics and data on an ongoing basis;
• Assists in the maintenance and accuracy of organization database (CRM)
• Supports staff with on various projects/initiatives/events as required;
• Organizes and schedules meetings and board room bookings;
• Manages office supplies and office maintenance on a monthly/as needed basis
• Develops and maintains office procedures
• Liaison for the building and office supervisors (i.e. manages keys, building requests, parking, maintenance requests, etc);
• Oversee our OH&S program.

Finance and Accounting Support

• Manage our e-commerce store on our education website;
• Manage, collect, and upload all invoices, receipts and expense forms;
• Track all credit card statements and supporting documentation for senior staff;
• Ensure petty cash is properly secure, counted, and recorded;
• Process all online and in-person payments; track in our software system;
• Prepare and document all supplier cheque and EFT requisitions;
• Prepare and mail cheques to suppliers;
• Manage all accounts receivable files;
• Provide ongoing support to our finance and accounting team as needed.

Committee & Board of Director Support

• Overseeing and managing committee and Director expense reports
• Managing all committee and Board schedules, including calendar invites;
• Responsible for ensuring all committee and Board documentation is complete and up to date;
• Organizing Director and Committee Onboarding activities;
• Tracking all Director and Committee member meeting attendance;
• Support the Board of Directors Meetings through the development of agendas, preparation and distribution of board packages, and preparation and distribution of meeting minutes ;
• Prepare and distribute all post-meeting surveys for committees and Board of Directors;
• Provide administrative support during our annual Director elections and Committee recruitment initiatives.

Benefits of Working at AMBA

AMBA is committed to fair and equitable compensation for our entire team – both financially and in opportunities to grow in their careers. AMBA offers competitive benefits and wellness programs along with regular salary reviews and professional development opportunities.

A Note on Work Location

This position, and all positions at AMBA, is an in-office role. Through experience, we have learned that at AMBA, we do our best creative work when we are together in person. We've worked hard to create a fun and safe office for our employees - a hub for creativity, collaboration, and support. In recognition of the extra time required of our employees for commuting to and from the office, we offer generous time-away benefits and flexibility based on each employee's situation.

To Apply

We would like to thank all applicants for their interest in AMBA; however, only candidates under consideration will be contacted. If you do not submit a cover letter your application will not be considered. And yes - this is a test of your ability to pay attention to the details.

Job Types: Permanent, Full-time

Salary: $55,000.00-$70,000.00 per year

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Application question(s):

• Are you comfortable with this being an in-office role?

Education:

• Secondary School (required)

Experience:

• administrative assistant: 3 years (preferred)
• Bookkeeping: 1 year (preferred)

Work Location: In person