Welcome to Willow Place, The heart of our work is healthy relationships. Willow Place provides inclusive, no-cost family violence prevention services, 24-hours, every day of the year to anyone in need of support with family violence and abuse situations (women, men, youth).
Are you seeking rewarding and challenging work? Willow Place has a part-time permanent, entry level employment opportunity available. We welcome diverse skill-sets, experience, and backgrounds including students, semi-retired and retired persons
Our Approach
- Trauma Informed
- Harm Reduction
- Strength-Based
- Client Centered
Sound Good So Far? We’re Hiring!
JOB SUMMARY
Responsible to the Executive Director of Willow Place Inc. and directly supervised by Executive Director . The Executive Support Assistant provides high-level administrative and operational support to senior leadership. This role is responsible for ensuring the smooth functioning of executive operations, managing confidential information, and coordinating key organizational initiatives. The position also supports mission and vision of Willow Place and works in collaboration with all staff and members of leadership team to create and enhance a welcoming, safe and positive environment for participants and guests who come to Willow Place.
QUALIFICATIONS
· Diploma or Certification in Office Administration with minimum one-year experience of working as an administrative assistant.
· Knowledge and experience of working in non-profit organization will be considered as an asset.
· Must have excellent administrative skills, organizational skills and time management skills.
· Competency and proficiency in database management, MS Office 365 and internet.
· Ability to operate and troubleshoot standard office equipment.
· Strong attention to details and ability to work as a team member with minimal supervision.
· Ability to multi-task and prioritize in a dynamic work environment.
· Excellent written and oral communication skills.
· Strong attention to details, ability to set priorities and meet deadlines.
· Clear understanding of confidentiality, boundary management and how to create a supportive relationship within the organization.
· Able to meet the physical demands of the position.
· Flexible to meet the demands of a 24/7 care facility.
· Current CPR, Emergency First Aid and Non-Violent Intervention Certificate.
· Satisfactory Child Abuse Registry, Adult Abuse Registry and Criminal Record Check.
MAIN DUTIES & RESPONSIBILITIES:
· Provides administrative support to Executive Director.
· Handle confidential and sensitive information with discretion.
· Takes minutes at regularly scheduled meetings
· Prepares various reports bi-weekly, monthly, quarterly and as needed
· Assists with researching and making travel arrangements
· Manage Bank Deposits by making appropriate entries in spreadsheets and providing documents to the team members concerned.
· Manages all incoming and outgoing mail and ensures that it reaches out to the internal and external recipients on time. Ensures that the postage meter has sufficient funds available at all time.
· Support staff with troubleshooting technical issues and/ manage the timely request call for repair and maintenance of office equipment, including computers, phones and printers.
· Maintain organizational files and documents and support the implementation of organizational policies, processes, and procedures.
· Manages external invoicing as required.
· Prepares Board meetings material for Executive Director & Board Members by emailing & printing meeting minutes, agendas and other documents.
· Purchases and maintains office supplies, keeps the supplies stocked and organized. Coordinates with Facility & Support Supervisor for supplies purchase were required.
· Assists Human Resource Coordinator as required and provides payroll support to Accounts personnel during HR Coordinator’s absence.
· Supports HR Coordinator to conduct HR Audit, manage employee database pertaining to background checks and training & development.
· Keep track of employees’ birthdays and put up the same on HR bulletin board and bulletin board in administration office on monthly basis.
· Provides administrative support to leadership team members as and when required
· Keeps track of employee service years and ensure service recognition awards and/or gifts are ordered and prepared in advance.
· Provide support on special projects or initiatives as assigned by the Executive team.
· Provides support at reception as and when required.
TEAM RESPONSIBILITIES/STAFF DEVELOPMENT:
· Adheres to the values and guiding principles, policies and procedures of Willow Place and supports the strategic direction of the organization.
· Participates in staff meetings and offered trainings.
· Acts as a responsible team member by demonstrating initiative, completing work duties and by maintaining clear, direct and respectful communication with all people in the work environment.
· Provides support, direction and recognition for volunteers, students and work placements involved.
· Proactively stays current with best and emerging practices in the field. Participates regularly in staff development and activities according to a learning and development plan identified through supervision and the on-going performance review process.
· Provides back-up coverage to Willow Place as required in response to the needs and priorities of a 24hour continuing care facility which includes other duties as assigned.
ORGANIZATION RESPONSIBILITIES:
· Maintain agency confidence and protects operations by keeping information confidential.
· Represents Willow place in a professional manner
· Maintains ongoing positive public relations with outside agencies, groups and individuals.
· Uses appropriate mechanisms for resolving internal agency problems.
· Maintains a strictly confidential/ professional relationship with clients.
** Any other duty(ies) as and when assigned by the management**
“Willow Place Inc is committed to providing an inclusive and accessible workplace. Applicants who require accommodations during the recruitment process or in performing the essential functions of the role are encouraged to notify us. We will work with you to ensure reasonable accommodations are provided in accordance with applicable accessibility laws and policies.”
Job Type: Part-time
Pay: $22.23-$29.98 per hour
Benefits:
- Casual dress
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness program
Experience:
- Office Administrative Support: 2 years (required)
Work Location: In person
