ABOUT US:

Hull Services has long had a reputation for providing leading edge child, youth, and family mental health services. We work with children, youth and families who have experienced mental health struggles, behavioural problems, developmental delay, neglect, abuse and trauma. Hull offers them an opportunity to seek well-being and happiness, with a focus on mental health. Hull’s vision is for resilient young people and families to thrive within communities that support their mental health and well-being. Hull’s programs and services include prevention and early intervention, family-based treatment, school-based services, community group care, campus-based care, adult services and education and training. Located in Calgary, we have been serving Alberta’s young people and families for 60 years, and support over 8,000 young people and families each year.
For more information about Hull Services, please visit our website: www.hullservices.ca

THE POSITION:

We are looking for a temporary full time, Executive Assistant for a 6 month contract with the possibility for extension. This position is based on a 40-hour work week, Monday to Friday, with scheduled lunch break.
Reporting to the Executive Director, the Executive Assistant performs a variety of complex and confidential administrative duties on behalf of the Senior Operations Team. The position requires thorough knowledge of the Agency’s organizational procedures and systems and involves ongoing communication and interaction with internal and external stakeholders.

SKILLS AND QUALIFICATIONS:

• Degree or Diploma in Business Administration or relevant discipline.
• Two years of experience in an equivalent role.
• Strong working knowledge of Microsoft Office (Work, Excel and PowerPoint), Apricot Clinical Data Base and Avanti.
• Demonstrated experience ensuring a high level of administrative services.
• Experience coordinating meetings, workshops and other events.
• Exceptional time management and organizational skills.
• Excellent interpersonal qualities including flexibility and relationship building skills.
• Collaborative and strong communications skills, both verbal and written; skilled at communicating information both internally and externally.
• Strong critical and analytical thinking skills; ability to analyze situations and decide the best course of action.
• Demonstrated interest, commitment, consistency, and a high level of self-awareness, personal maturity and responsibility.
• Self-motivated, positive and ability to take initiative.
• Cross cultural competence; knowledge of the Truth and Reconciliation Commission and the recommendations, goals and activities of the commission.
• Clear Police Information Check (including Vulnerable Sector Check) and Intervention Record Check.

• Provide direct administrative support to the Executive Director, Senior Operations Team, Board of Governors and the Hull Child and Family Foundation, as well as various committees of Hull Services and the board of directors.
• Draft confidential letters, reports, and memos as directed; photocopy and distribute documents as required.
• Compose routine correspondence and prepare other communications as directed; disseminate information on behalf of the Executive Director, Board Chairs and other members of the Senior Operations Team and Board committees.
• Respond to requests for information.
• Coordinate schedules, book appointments and manage calendars.
• Book Senior Management, Board of Governors, and Hull Child and Family Foundation meetings.
• Coordinate meetings and conferences and assist in the organization and coordination of workshops.
• Establish and maintain filing systems.
• Perform a public relations role with other departments, families, referral agencies and the community, being a friendly and professional face on behalf of the Agency.
• Record minutes for meetings as requested, i.e., Meetings for Board, Hull Child and Family Foundation, Partnership and Senior Management; circulate and distribute minutes.
• Act as receptionist, e.g., answer phone calls, relay messages, greet visitors, and refer inquiries as appropriate.
• Record all cheques, cash, and visa payments.
• Provide back up for Accounting Department for cheque runs when Controller and Director of Finance are unavailable.
• Provide back up to Front office on reception while they attend their monthly staff meetings.
• Record, distribute, and send back signed authorized Referral and Evaluation Forms.
• Perform other tasks or projects specific to the special requirements and functions of the department.
• Compile, track, and disseminate Schedule A Program descriptions for contracts with Children’s Services and Program Applications for Community Funders (i.e., United Way, FCSS).
• Renew all Agency Residential Licenses.
• Maintain a continuous learning mindset and participate in ongoing professional development activities.