Executive 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:

ACCOUNTABILITIES:

Executive & Administrative Support

• Provide administrative and coordination support to the Director when required, including scheduling, calendar management, and correspondence.

• Assist in preparing meeting agendas, program reports, presentations, and materials to support leadership and community engagement as required.

• Track follow-up items, deadlines, and action steps from meetings to ensure continuity and accountability.

• Assist the Director in coordinating information and follow-up with staff, volunteers, and stakeholders.

• Provide information for reports, presentations, and seasonal campaigns (e.g., Christmas Campaign).

• Update and maintain website content to ensure program information and resources are accurate and accessible.

• Develop and refresh promotional materials, brochures, and communications to support programs, outreach, and community awareness.

• Coordinate, onboard, and provide guidance to community volunteers to support program delivery.

• May assist with direct program services or client support as needed, helping staff and volunteers meet community needs.

Support for Strategic Planning & Proposals

• Assist the Director with planning and tracking organizational goals, ensuring progress and follow-up on key initiatives.

• Compile, organize, and review program and community data to provide insights that inform leadership discussions.

• Monitor progress on projects and initiatives, reporting outcomes and highlighting items for the Director’s attention.

• Support proposal development by conducting research, drafting content, compiling relevant data, and preparing materials to strengthen community impact.

• Prepare dashboards and reports at the Director’s direction to summarize program performance and key outcomes.

Community & Organizational Insight

• Assist the Director in gathering and summarizing feedback from community partners, program participants, and other stakeholders.

• Help assess community needs, perceptions, and engagement trends, presenting findings to inform program improvements.

• Review participation and engagement data to provide insights for planning and reporting purposes.

• Prepare clear summaries and recommendations to support the Director in responding to community and organizational priorities.

Seasonal Campaign Coordination

• Serve as Christmas Campaign Coordinator during the seasonal campaign period.

• Provide guidance and day-to-day support to seasonal campaign workers, ensuring tasks are completed effectively.

• Coordinate campaign logistics, timelines, and communications to ensure smooth execution.

• Support campaign marketing efforts, including website updates, promotional materials, and community communications.

• Track participation, donations, and campaign outcomes, assisting in reporting and post-campaign analysis to inform future efforts.

Systems & Organizational Continuity

• Maintain and organize spreadsheets, databases, and tracking systems to ensure accurate information for programs, staff, and volunteers.

• Assist in preserving organizational knowledge during leadership transitions by promoting transparency, collaboration, and shared understanding.

• Support coordination and communication across departments and programs at the Director’s direction.

Health and Safety

• Assist the Director and Committee members to conform to all regulations.

• Follow safe work procedures.

• Report any injury or illness immediately

• Report unsafe acts and conditions

• Participate in joint health and safety committees if elected

• Participate in all training

• Know all hazards, including those outside own work area

• Know where the first aid kits and fire extinguishers are located and how to use them

• Participate in workplace inspections as required

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

• Perform other position-related duties.

MANAGERIAL/Technical Leadership RESPONSIBILITY:

• Shift supervisor to staff and program participants during direct service and in the absence of the coordinator

• Work with other SAP staff to maintain, promote and improve the profile of The Salvation Army in the community.

• Key holder and responsible for the opening and closing of the Centre during direct service

• Reports directly to: CS Director

FINANCIAL AND MATERIALS MANAGEMENT:

• Collect and provide receipts of client user fees and payments

• Assist coordinator with user fee deposit.

• Purchase of equipment and toys as approved

WORKING CONDITIONS:

• This is a regular full-time position; based on 37.5 hours per week. Afternoon, early evening and weekend work is required on a seasonal basis.

• The Director will set the hours of work and work schedule

• Working environment is typically in the office, program room/classroom and in generally agreeable conditions.

• The employee will be required to travel to the Centre for shifts with their own vehicle.

• Ability to lift to 30 pounds for set up and dismantling of equipment at each site.

• This job requires reaching, bending, and stooping frequently, working in a standing position for periods of time.

Normal hours of work: Hours of operation are Monday to Friday, 8:30a.m. to 4:30 p.m. and includes a ½ hour unpaid meal break where applicable.  The hours of work and hours of operation are subject to review as required. May work irregular hours and weekends during seasonal campaigns

Education, Qualifications and Certifications:

• Degree/Diploma in social services from an accredited university/college; social work, early childhood education, family and youth preferred

• 3–5 years of experience in executive support, nonprofit administration, operations coordination, or a related field

• Strong organizational and analytical skills

• Advanced computer proficiency, especially spreadsheets and databases

• Excellent written communication skills

• High level of discretion, professionalism, and integrity

• Ability to manage multiple priorities while maintaining attention to detail

• Experience in a nonprofit, community services, or faith-based setting is an asset.

• Experience supporting proposals or grant development is an asset

Skills and Capabilities:

• Effective interpersonal, and organizational skills

• Proficient computer skills in all aspects of Microsoft Office

• General office skills in record keeping and filing.

• Attention to detail, problem solving and analytical skills.

• Strong sense of integrity, confidentiality, and professional ethics

• Relationship building – Demonstrated ability to build positive, productive, and supportive relationships with the community, corps members, clients, and other staff.

• Exhibit good listening skills, have strong oral/written communication skills.

• Treat the property of The Salvation Army with due care and caution.

• Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check or vulnerable sector screening as required.

• Ability and 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.

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.