Administrative Assistant (Full-Time)

at  Homeward Trust Edmonton

About US
Homeward Trust Edmonton (HTE) is a not-for-profit organization charged with ending homelessness in Edmonton. Our efforts are guided by community need and priorities as outlined in Edmonton’s Plan to Prevent and End Homelessness. We have a dynamic work environment, filled with high-energy, dedicated, and passionate people.
Homeward Trust coordinates and provides resources for local efforts to address homelessness and its devastating impacts on individuals, families, and communities. We work with agencies, neighborhoods, mainstream systems, community members, and all orders of government in pursuit of this singular objective, grounded in the belief that we can, and will, end homelessness in Edmonton. Homeward Trust is proud our community is recognized both nationally and internationally as a leader in this work.
Our programs involve both housing (capital project funding, property management and sourcing access to new or existing units for client use) and supportive services for individuals in or seeking access to housing programs. We believe in finding housing accommodations first and then establishing the individualized supports required by the client to remain in a home.
For further information visit: http://homewardtrust.ca/.
Position Summary
Reporting to the Chief Impact Officer, the Administrative Assistant provides administrative and professional support. The position will include corporate secretarial support of meetings and committees, management of governance files and records, as well as operational support of related departments. The Administrative Assistant works closely with other organizational administrative staff to ensure all initiatives and commitments are met. The Administrative Assistant plays a significant and diplomatic role in support of the CIO and department leaders, as well as maintaining excellent relationships with internal and external stakeholders.

Education and Experience

• Minimum 2 years related experience in an administrative role supporting senior management positions, preferably in a non-profit environment.
• A degree, diploma, or certificate(s) from recognized post-secondary institutions in Business Administration, Management, Administrative Support, or other related fields of study is an asset.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize tasks effectively.
• A proactive and resourceful approach to problem-solving.

Knowledge and Skills

• Strong organizational, administration and planning skills.
• Strong knowledge of government/political relations within the housing sector.
• Demonstrated self-starter, able to work independently with little supervision to ensure work is completed as required.
• Excellent interpersonal skills with the ability to deal sensitively and appropriately with a variety of people, both in-person and over the phone.
• Exceptional verbal and written communication skills, able to synthesize complex information in concise relevant minutes and Sharp attention to detail and accuracy.
• Able to prioritize and work on multiple tasks and projects at once in a fast-paced work environment with many interruptions.
• Advanced use of Microsoft Office including Word, Excel, Outlook, and PowerPoint.
• Advance knowledge in using Adobe Acrobat Software (convert excel and word documents to PDF, compile and paginate packages, etc.).
• Demonstrated respect for, and understanding of, the protocol that exists between and within organizations and governments, acting professionally and with discretion.
• Understanding and demonstrating support of Homeward Trust Edmonton’s mission, values, and objectives.

Duties & Responsibilities

• Administrative Support & Meeting Coordination
• Assist in the management of the CIO’s/department workload, follow-up on meetings, information requests, handling priorities and meeting deadlines.
• Prepare and organize documents, presentations, and reports for meetings and presentations.
• Handle correspondence, including emails and phone calls, and prioritize messages as needed.
• Arrange logistics for meetings, including venue booking, catering, and technical needs.
• Take meeting minutes and ensure follow-up on action items.
• Assist in preparing agendas and relevant materials for stakeholder meetings.
• Prepare monthly expense reports.
• Project Assistance:
• Ensure that the CIO and Senior Leaders are prepared for routine, incidental, or critical events via clear communication, appropriate research, and preparation of briefing materials.
• Help track project timelines and deliverables, ensuring deadlines are met.
• Communications and Outreach:
• Assist in drafting communication materials, including briefings, presentations, newsletters, reports, and invitations.
• Maintain a database of stakeholders and partners, ensuring accurate records and follow-up.
• Team Collaboration:
• Work closely with all departments under CIO’s umbrella (Housing, Engagement, Communications, Indigenous Initiatives, etc.) to ensure alignment and support across the organization.
• Assist in organizing team-building events and professional development opportunities.
• Provide operational support at events, meetings, and committees throughout Homeward Trust.
• Other Duties as assigned.

Working Conditions

• Must pass criminal record check including vulnerable sector clearance.
• This is a full-time that requires an in-person presence in our Edmonton, Alberta office and at times, within the community for work related events.

While we evaluate all applications based on merit, we especially appreciate and recognize the unique insights that come from personal lived experiences, such as homelessness or houselessness. We are deeply committed to fostering a diverse and inclusive workplace. Applicants from marginalized groups, including but not limited to Indigenous peoples, LGBTQ2S+, women, and newcomers, are encouraged to apply.
We thank all applicants for their interest: however, only those selected for an interview will be contacted

• Administrative Support & Meeting Coordination
• Assist in the management of the CIO’s/department workload, follow-up on meetings, information requests, handling priorities and meeting deadlines.
• Prepare and organize documents, presentations, and reports for meetings and presentations.
• Handle correspondence, including emails and phone calls, and prioritize messages as needed.
• Arrange logistics for meetings, including venue booking, catering, and technical needs.
• Take meeting minutes and ensure follow-up on action items.
• Assist in preparing agendas and relevant materials for stakeholder meetings.
• Prepare monthly expense reports.
• Project Assistance:
• Ensure that the CIO and Senior Leaders are prepared for routine, incidental, or critical events via clear communication, appropriate research, and preparation of briefing materials.
• Help track project timelines and deliverables, ensuring deadlines are met.
• Communications and Outreach:
• Assist in drafting communication materials, including briefings, presentations, newsletters, reports, and invitations.
• Maintain a database of stakeholders and partners, ensuring accurate records and follow-up.
• Team Collaboration:
• Work closely with all departments under CIO’s umbrella (Housing, Engagement, Communications, Indigenous Initiatives, etc.) to ensure alignment and support across the organization.
• Assist in organizing team-building events and professional development opportunities.
• Provide operational support at events, meetings, and committees throughout Homeward Trust.
• Other Duties as assigned