Executive Assistant And Office Administrator

Big Brothers Big Sisters of Calgary and Area (BBBS Calgary) is a donor-supported, volunteer-driven organization recognized for mentoring programs for children and youth in Calgary, Airdrie, Cochrane, and surrounding areas.

BBBS Calgary’s mission is to impact the lives of young people and volunteers through the power of mentoring. We achieve this by training and matching caring volunteers with children and youth in a variety of one-to-one programs, both in schools and in the community.

Last year, more than 800 one-to-one mentoring matches were supported by BBBS Calgary.

Job purpose

The Executive Assistant and Office Administrator is the confidential assistant and primary administrative partner to the President & CEO and Board of Directors and is a key support of the leadership team. This position serves as the primary point of contact for internal and external matters pertaining to the Executive Office and is responsible for maintaining a strong working relationship with all agency departments, community partners, funders and stakeholders and operates at the highest level of professionalism and confidentiality.

Duties and responsibilities

Based in Calgary, Alberta, the Executive Assistant and Office Administrator will be responsible for:

Executive Support

• Provide administrative support to the President & CEO and Board of Directors;
• Prioritize and provide recommended solutions to adjust the President & CEO’s schedule when conflicts arise
• Assist in budget planning for office management, CEO Office and Board of Directors
• Research and gather background information on issues relevant to the executive office which may be of a confidential, strategic and/or specialized nature);
• Monitor the President & CEO’s email box and flag or distribute based on priority, as appropriate
• Prepare expense reports and timesheets for the President & CEO and ensure they and all Executive Office files are kept in good order;
• Support the development of administrative procedures and processes to respond to the operating style of the President & CEO;
• Compose and distribute correspondence on behalf of the President & CEO, ensuring all documents are accurate, complete and conform to established agency guidelines;
• Maintain strong working relationships with all agency departments, community partners, funders and stakeholders;
• Ensure that all meetings and presentations are coordinated on behalf of the President & CEO and Board;
• Ensure contacts are updated regularly in applicable database or CRM software

Board Governance

• Ensure all compliance filings are maintained with City of Calgary, Government of Alberta and Government of Canada (e.g. business license, property tax exemption, Society Annual Return, CRA updates and bylaw changes) and other member organizations (Calgary Chamber, CCVO etc.)
• Provide support and advice on all governance-related matters and processes
• Create and maintain all Board/Committee records and documents (including, Board Policy Manual, Committee Terms of Reference, Annual Work Plans, Bylaws, meeting materials and minutes etc.);
• Manage the annual Board and Committee calendar including resolving conflicts as necessary
• Coordinate and prepare for all Board/Committee meetings and events;
• Coordinate all details and follow up requirements related to the Annual General Meeting of the members

Human Resource Support

• Coordinate and provide support for recruitment activities as required (e.g., job postings, interview templates
• Prepare onboarding packages for all new employees and provide support to onboarding activities as required, eg. schedule interviews

Office Administration

• Coordinate office/workstation setup
• Maintain staff and guest sign in device at reception and intercom system
• Coordinate the acquisition and set up of all new hardware, including computer / smartphone
• Coordinate on-boarding and off-boarding of all staff, including:
• Liaise with insurance broker to ensure annual insurance renewal is completed and any issues are addressed. Ensure all updated insurance certificates are distributed as required
• Point of contact for all service maintenance contract providers (cell, facility, shredding, copying and printing, janitorial and office waste & recycling, etc.)
• Ordering/purchasing all office supplies including kitchen, paper, stationary supplies, business cards, etc.
• Monitor general phone and email boxes and distribute messages accordingly
• Coordinate all maintenance requests to service providers
• Coordinate all BBBS Occupational Health and Safety (OH&S) activities
• Generate monthly postage meter reports and ensure the meter is in good working order
• Liaise with contracted IT Support
• Support and coordinate any operational matters related to the facility lease including renovations and leasehold improvements
• Liaise with landlord for maintenance requests as needed and coordinate all office repairs

Qualifications

• 7-10 years of experience in a senior administrative support role;
• Post-secondary education in business, administration, social science or a related field. Relevant or equivalent job related experience will be considered;
• Ability to work independently and as a team member;
• Superior proficiency with Microsoft Office Suite (Outlook, Word, Excel and Power Point, MS Teams), Visio would be an asset;
• Strong organizational and priority setting skills, with the ability to adapt to changing priorities;
• Excellent written and oral communication skills;
• Positive, creative, solution-focused and resourceful attitude;
• Knowledge of basic HTML / website maintenance is an asset.
• Experience with various database platforms (e.g., CRM, DonorPerfect); and,
• Sound understanding of basic governance principles and best practices
• Ability to manage a variety of technical and confidential responsibilities involving a high degree of initiative and independence;

Working conditions

Full-time position, 37.5 hrs per week.

Travel within the community and surrounding area may be required; Flexible work schedule is required regarding the specific hours (projects, events or meetings may require evening and weekend work, and weekday hours are flexible to be worked as required).

Physical requirements

This position has no physical requirements.

Direct reports

None.