Executive Assistant

Description:

• Develop and maintain effective working relationships between shelter programming departments across all Mustard Seed sites and cities.
• Work with the Shelter teams to ensure all objectives and targets are met with excellence.
• Serve as the primary liaison and connection with program and service areas throughout The Mustard Seed, including HR, IT, Health & Safety, Finance, and others as deemed appropriate.
• Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings and preparing all necessary documents and meeting material for the Sr. Director.
• Review and reconcile expense reports and corporate credit card reports for the Sr. Director and Shelter department.
• Provide administrative support in regard to onboarding, offboarding, requests for recruitment, and position transfers .
• Coordinate and monitor time-off requests for supervisors and managers within programming.
• Coordinate, organize, and facilitate internal and external Foothills Shelter meetings as required.
• Develop and maintain relationships with 3rd party agencies that will provide in-reach and other support to shelter clients.
• Coordinate the usage and fulfillment of office supplies, facilities work order requests, key and access requests, as well as office resource allocation at the Foothills Shelter.
• Provide HMIS administration duties for The Mustard Seed.

REQUIREMENTS

• Degree or diploma in office administration with at least 2 years of experience in an office.
• Ability to interact professionally (with diplomacy) and respectfully with all personnel, executive management, high-level external audiences and major stakeholders of The Mustard Seed.
• Demonstrates adaptability, team excellence, completion focused, and service excellence.
• Maintains complete discretion with confidential information.
• Working knowledge of budgets and variance reports is considered an asset
• Uses initiative and resourcefulness to handle multiple priorities in a fast-paced environment.
• Has very strong communication skills; demonstrate strong oral and written communication skills.
• Intermediate to advanced skills in Word, Excel, PowerPoint, and Outlook.
• Strong time management and planning skills.