Job Summary

Provides a variety of secretarial and clerical duties to the Executive Director.  

Typically reports to the Executive Director.

 Key Duties & Responsibilities:

• Performs a range of administrative and clerical duties often involving material of a confidential nature for the Executive Director.  Arranges meetings, sets agendas, takes minutes and is responsible for the correspondence of the Executive Director.
•  Performs administrative duties for all programs within the Society.
• Inputs, edits and retrieves data.  Prepares reports, graphs.   Maintains and edits policies and procedures manual as per the Executive Directors direction.
•   Updates, changes and creates forms.
• Using Microsoft Office, creates posters, Society resources and program advertising for all programs. 
• Participates in the planning and implementation of office systems in discussion with the Executive Director.
• Organizes conferences, seminars and other such events which include arranging participants, booking meeting rooms, arranging for supplies etc.  May assist with or participate in various public relations activities/events as required.  Makes travel arrangements for senior management.
• Acts as a receptionist, answers telephone calls, schedules appointment, orders supplies, performs mail duties and maintains photocopier supplies and operation.
• Is knowledgeable and able to answer queries regarding policy and practice issues related to the organization’s mission, objectives and plans in support of the Executive Director.
• Works on specific projects including accreditation, grant proposals and statistical reports as directed by the Executive Director.
•  Other related duties as required.
  
  Qualifications
  Executive office operation and general office duties, filing and secretarial procedures, skilled typing and document/report preparation and layout; various word processing, spreadsheet and other application software knowledge is typical acquired through completion of grade 12 or from a recognized secretarial program.  Experience with basic bookkeeping duties and the software program Simply Accounting.
  
  Job Skills & Abilities
  One to three years of general office and senior secretarial experience.
  1)    demonstrated organization skills to provide high quality secretarial support with minimum direction.

2)    demonstrated ability to type 70 words per minute, word processing and using a range of related application software programs.

3)    superior oral, interpersonal and communication skills.

4)    ability to carry out basic bookkeeping duties and with the accounting program Simply Accounting.

5)    ability to apply tact and diplomacy with others. 

6)    ability to operate telephone switchboard, office messaging and other equipment.

This job requires the ability to apply tact and diplomacy to deal with sensitive and/or politically charged issues, and to provide secretarial support often under the pressure of short deadlines that may involve extended hours.