EXECUTIVE ASSISTANT AND OFFICE MANAGER

This position reports directly to The Educational Partnership Foundation (TEPF) President and CEO and requires a self-starter who has experience in providing administrative assistance at an executive level. The incumbent must be well versed in work processes and have intermediate to advanced Microsoft Office and computer skills.

As a member of the TEPF team, this role requires the ability to work independently as well as collaboratively with a small team. For more about TEPF go to www.tepf.ca.

Responsibilities for this role include but may not be limited to the following:

Executive Assistant Duties

· Assist CEO with reviewing, prioritizing and responding to emails.

· Draft letters and correspondence on behalf of the CEO.

· Maintain the CEO's calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.

· Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.

· Coordinate travel arrangements.

· Ability to identify and anticipate the CEO's needs.

· Liaise with Board members to set up meetings with CEO, and other items as needed.

· Assist with organization of Board meetings, including gathering documents, and compiling the quarterly CEO report to the Board.

· Setting up and tracking Board of Directors meetings and materials and maintaining electronic, and paper file systems.

General Office Duties

· Responsible for ensuring invoices are coded and paid in a timely manner; write cheques for President's signature; make requisite copies of all paperwork; file paperwork appropriately.

· Ensure incoming cheques are coded and electronically deposited; copies made and filed.

· Compile and produce monthly expense reports for employees.

· Coordinate communications, including taking calls, responding to emails and interfacing with stakeholders.

· Review and maintain electronic and file structures.

· Prepare internal and external corporate documents for team members and stakeholders, such as donor thank you letters.

· Schedule meetings and appointments.

· Assist with arranging events such as sending out mass invitations and tracking attendance.

· Maintain an organized filing system of paper and electronic documents.

· Proactively order office supplies while keeping costs at a minimum.

· Uphold a strict level of confidentiality.

· Other duties as assigned.

Reading...Give it a Shot!

· Run program request reports.

· Package up RGIS cards as requested. This involves counting the sheets of cards required by each school, wrapping them, addressing, producing waybills for One Transport to pick up and deliver them.

· Send out (electronically and hard copy) promotional packages to schools all over the province.

· Compile data bases for all requests made and cards sent out.

Books for Kids Program

· Assist with organizing, assembling, and shipping books to schools.

Trades Careers Program

· Work collaboratively with the Trades Careers administrative assistant, and support the Trades Career Manager, as needed.

Legends for Learners Golf Tournament

· Assist with picking up auction items from donors leading up to the golf tournament.

· Assist with the set up of the silent auction on day of tournament.

· Assist on tournament day in any areas as needed.

· Assist with the tear down and clean up following the tournament.

Skills

· Microsoft Office skills -intermediate to advanced with Word, Excel and PowerPoint, with an ability to become familiar with firm-specific programs and software.

· Capacity to function in a high-pressure environment both as part of a team and independently.

· Ability to manage competing priorities while ensuring tasks are completed in a timely manner.

· Excellent organization skills, attention to detail and follow-through.

· Demonstrated resourcefulness and ability to leverage limited resources while delivering projects and events on-time and within budget.

· Self-motivated with strong time management, organization, multi-tasking and problem-solving skills.

· Ability to work a flexible schedule, as needed.

· Collaborates effectively in a small team environment.

· Communicate effectively both verbally and written.

Hours

· 35 (full-time) hours a week.

Holidays

· Office shut down between Christmas and New Year's (paid).

· Stampede Friday off.

· Statutory holidays.

· 3 weeks vacation per year.

To apply please email resume via Isarta