Executive Assistant

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The Salvation Army
Published
November 7, 2019
Location
Toronto, Canada
Job Type
Salary
$40,950 - $51,196
Competition #
19-060
Interested applicants must respond in writing to
thq_careers@can.salvationarmy.org
Closing date
November 22, 2019

Description

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Core Values

The Salvation Army Canada and Bermuda has four core values:

Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.

Position Purpose Summary

The Executive Assistant (EA) to Territorial Secretary for Business Administration (TSBA) Office is responsible to provide highly confidential administrative support in all aspects of the effective and efficient day-to-day operations of the Business Department. The EA is responsible for the organization and management of territorial business meetings and events involving executive personnel.

Responsibilities

Key Responsibilities:

Coordinate day to day management of the office of the TSBA:

  • Manage daily operations of TSBA’s office to ensure effectiveness and efficiency
  • Provide confidential administrative support to the Territorial Secretary for Business Administration, Assistant TSBA and other department leaders
  • Provide full administrative assistance including preparing documents, screening and responding to incoming correspondence, inquiries and phone calls, drafting letters and official information releases, arranging and attending meetings, taking and distributing minutes
  • Create and format presentations, proposals, brochures and pamphlets for presentation to boards and councils
  • Summarize responses to the information requested by the TSBA
  • Maintain an effective filing system and retrieve files for outstanding matters as required
  • Prepare and submit vouchers and assign code to invoices for payment through TEM and Agresso
  • Ensure DHQs’ submission of copies of the approved DFB minutes of meetings for ATSBA’s review and send out items to be followed up
  • Prepare farewell briefs and other reports as required (i.e. IHQ Annual Report)
  • Update the Operating Policies Manual
  • Act as link between executive, managers, staff, outside agencies and the public
  • Assist management with relevant employee related matters ie vacation, sick days, PEAC documentation and/or other employee related matters, coordinate/process new hire files
  • Research issues as needed

Support effective management of business meetings:

  • Assumes responsibility for arranging and coordinating all meetings and teleconferences for department, territorial committees, TMB and Governing Counsel and Cabinet as required:
  • Organizing business meetings and special events
  • Managing all logistics and planning
  • Developing and coordinating agenda items and any supporting documentation
  • Coordinating travel and accommodation arrangements for participants
  • Overseeing meeting rooms set-up, refreshments, equipment, etc.
  • The EA-TSBA acts as recording secretary to various committees as appointed, recording discussions and preparing and distributing minutes, notices and letters of decisions on behalf of the TSBA
  • Support
  • Maintains Board/Council/Committee files and minutes and orchestrates distribution for the following:
  • Territorial Management Board
  • Governing Council
  • Cabinet
  • Operating Policies Review Committee
  • DSBA’s monthly Video Conference
  • BUC Finance and Audit Committee
  • Jackson’s Point Conference Centre Management Board
  • Other Committees as Chaired by TSBA and ASBA as required

Manage the flow of information to/from the TSBA’s office:

  • Screen all incoming communication and determine appropriate action
  • Prioritize urgent issues/managing workflow in the absence of the TSBA
  • Receive (and screen) all visitors to the office of the Territorial Secretary for Business Administration
  • Maintain highly confidential files involving financial, annual merit increase, performance evaluations and organizational changes and process correspondence regarding personnel issues and annual moves
  • Respond to correspondence on behalf of the TSBA when appropriate
  • Handle office matters and inquiries

Manage time and resources of TSBA:

  • Management of calendar of TSBA, for such things as appointments, meetings, travels, boards & committees
  • Manage and coordinate all travel arrangements including booking flights, ground transportation and accommodation with appropriate personnel, including troubleshooting any schedule conflicts and emergency issues
  • Liaise on behalf of the TSBA with DC’s, DH’s, SH’s, external executives and staff and other SA territories staff
  • Prepare and provide TSBA with all necessary information for all appointments, meetings and committees.

Manage the national Video Licensing program:

  • Manage the master renewal list with DSBA’s for all ministry units
  • Assist the internal Legal Counsel in negotiating renewal rates with studios annually
  • Provide information for Finance regarding billing
  • Respond and resolve any questions and issues with DSBA’s and their subordinates for all ministry units
  • Monitor the use of the program including special features and access

Miscellaneous:

  • Organize social functions within the Business Administration Services section
  • Order and maintain kitchenette supplies for the 7th floor and the Wiseman board room
  • Engage as a Member of various committees and groups at the Territorial Headquarters
  • Fire Warden – Provide direction for safe evacuation and communicate with Head Fire Warden

Qualifications

Qualifications and Education requirements:

*NOTE: For some jobs, you may be required to provide validated educational documentation.

Education/Experience:

  • Competed 2 year college Diploma in Business Administration or related field
  • Minimum of 10 years of administrative experience including confidential executive administration
  • Advanced proficiency in MS Office including Word, Excel, Power point, Sharepoint, Office 365
  • Knowledge of The Salvation Army policies and practices considered an asset

Required Skills:

  • Must be mature, proactive, well-organized, adaptable and professional
  • Must have a strong ability to handle confidential information appropriately, be discreet and be diplomatic
  • Ability to work independently as well as an excellent team player
  • Excellent written and oral communication skills
  • Excellent interpersonal, organizational and supervisory skills
  • Creative skills for preparation of presentation materials

Successful candidates, prior to hiring, may be required to provide:

  • Background check consent
  • Education verification

Please include the competition # 19-060 in the subject line of your email.

If there is a competition number associated with this posting, please include within the subject line of your email, fax or regular mail correspondence.

The Salvation Army will accommodate candidates as required under applicable Human Rights Legislation. If you require a disability related accommodation during this process, please inform us of your requirements.

In accordance with The Salvation Army policy and legislated requirements, employment is conditional upon the verification of credentials and completion of a background check.

Internal Applicants: Please advise Department Heads of your intentions prior to submitting your application.

Imagine Canada Standards - Accredited

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