Administrative Assistant

Who We Are
For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement
The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

POSITION PURPOSE SUMMARY:

This position provides administrative, and/or special project support to two Directors: Director of Community and Family Services and Director of Shelter and Housing Services.

Accountabilities:

• Provide comprehensive administrative support to the Director(s) by managing complex calendars, scheduling appointments, coordinating priorities, and ensuring meetings and commitments are organized efficiently.

• Coordinate and manage incoming and outgoing communications, including emails, telephone calls, correspondence, reports, and other administrative inquiries, ensuring timely and professional responses.

• Plan, schedule, and coordinate meetings by booking meeting rooms, preparing agendas, assembling supporting documentation, managing invitations, confirming attendance, and arranging any required logistics or technology.

• Prepare, draft, edit, format, and proofread a variety of documents, including correspondence, reports, presentations, spreadsheets, forms, briefing notes, meeting minutes and other business communications while maintaining a high level of accuracy and confidentiality.

• Attend designated meetings to record accurate minutes, transcribe discussions, document decisions and action items, and distribute finalized meeting minutes within established timelines.

• Prepare, review, and edit responses to routine inquiries while escalating complex or sensitive matters to the appropriate individual when required.

• Complete and process financial and administrative documentation, including purchase orders, expense forms, invoices, and other finance-related paperwork, ensuring compliance with organizational policies and procedures.

• Create, organize, maintain, and archive both electronic and hard-copy filing systems to ensure documents are secure, current, accessible, and compliant with records management standards.

• Collect, organize, maintain, and distribute program documentation, including meeting minutes, monthly reports, statistical information, and other operational records.

• Coordinate meeting logistics by reserving meeting spaces, arranging equipment and refreshments when required, and ensuring meeting materials are prepared in advance.

• Gather, compile, and organize information to develop, revise, and maintain program documents, operational procedures, orientation materials, and staff training resources.

• Participate in meetings, committees, and project teams as required, providing administrative support, tracking action items, and following up on outstanding tasks.

• Conduct research, collect data, analyze information, and prepare summaries or reports to support departmental initiatives, special projects, and operational planning.

• Develop, update, and maintain departmental position manuals, standard operating procedures, administrative guides, and process documentation to support knowledge transfer and business continuity.

• Monitor administrative processes and recommend improvements to enhance efficiency, consistency, and service delivery across the department.

• Maintain strict confidentiality when handling sensitive employee, client, financial, and organizational information.

• Establish and maintain effective working relationships with internal departments, community partners, volunteers, and external stakeholders through professional communication and customer service.

• Prioritize competing responsibilities while managing multiple deadlines in a fast-paced environment with minimal supervision.

• Support departmental events, training sessions, and special initiatives by coordinating logistics, preparing materials, and providing administrative assistance as required.

• Perform other related administrative and operational duties that support program objectives and the mission of The Salvation Army Community Services (Calgary), as assigned by the Director of Community and Family Services.

WORKING CONDITIONS:

• This is a full-time permanent position in office.

• Work hours are Monday to Friday from 8:30-5:00PM, occasionally weekend or evenings depending on peak seasons.

• The incumbent’s work environment is typically in an office located in a men’s residential services facility.

• The incumbent may be required to travel occasionally within the city to other work sites.

EDUCATION AND EXPERIENCE QUALIFICATIONS:

Education, Qualifications and Certifications:

• Completion of a high school diploma or equivalent.

• Completion of an Administrative Professional certificate/Business College diploma or equivalent.

• A combination of education and experience may be considered.

• Police Information Check (PIC).
   

Experience and Skilled Knowledge Requirements:

• At least three years prior related experience in an administrative role.

• Six months previous experience working with marginalized and/or vulnerable populations.

• Advanced Microsoft Office skills with proficiency.

• Proficient skills in Word, Excel, Outlook, and the ability to learn additional programs/software, as required.
   

Skills and Capabilities:

• Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and

• safety policies and procedures.

• Ability to provide an original copy of a Background Check that is satisfactory to The Salvation Army, in its sole discretion, is required, including Child Check (if appropriate).

• Attention to detail, problem solving and analytical skills

• Communication and interpersonal skills.

• Time management

• Excellent verbal and written communication skills.

• Strong time management skills and able to prioritize tasks.

• Adaptable to various competing demands and flexible to change tasks without prior notice.

• Handle confidential and sensitive information with discretion.

• Able to work both independently and in conjunction with a team.

Compensation:

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.