EXECUTIVE ASSISTANT

Are you looking to develop your career while making a difference by helping to relieve food insecurity right here in our community? Our Mission at the Wood Buffalo Food Bank is to provide the resources and education necessary to ensure food security for all citizens in the Regional Municipality of Wood Buffalo (Fort McMurray and all surrounding rural communities). We are seeking a highly motivated Executive Assistant for a permanent, full-time position.
Reports to: Executive Director
Job Purpose: The Executive Assistant provides administrative support to all areas of the organization. This position ensures proper data collection and entry is achieved in client services, donor relations, volunteer management, and stakeholder relations. Additionally, supporting fundraising and volunteering, office management, and the overall mission of Wood Buffalo Food Bank.

QUALIFICATIONS:

• 2+ years of experience in a similar role or relevant experience with transferrable skills.
• Non-Profit Management Certificate is an asset.
• Experience with QuickBooks or similar accounting software is an asset.
• Office Administration experience will be considered an asset.
• Strong and effective communication skills.
• Experience with Microsoft Suites (Outlook, Word, PowerPoint, Excel).
• Ability to collaborate effectively in a friendly and courteous manner with the team.
• Capable of lifting up to 50lbs.

• Manage emails, calls and general inquiries in a timely, professional, and efficient manner directing them to the appropriate staff members when necessary.
• Work with ED to ensure there are adequate supplies
• Maintain and organize filing and record archiving for various areas.
• Record and maintain accurate records of volunteers, donors, and other stakeholders.
• Maintain databases for equipment warranties, donors, and funds.
• Handle bookkeeping tasks: bill payment, invoice creation, and donation receipting.
• Complete annual capital asset inventory and submit to the ED;
• Participate in cross training of other positions to ensure continuity of service to clients, volunteers, donors, and other stakeholders.
• Complete new applications for new clients, consult with CSM when required.
• Book client appointments based on schedule, policies, and procedures.
• Collaborating with the Communication & Development Manager to coordinate volunteers, develop new opportunities, and recognize volunteer contributions.
• Actively participate in agency initiatives and events;
• Manage calendars and room bookings, ensuring cleanliness and setup for meetings.
• Provide support during board meetings, including preparing meeting materials.
• Maintain professionalism and client confidentiality, treating all clients with respect.
• Assist with record-keeping, report writing, and research tasks as directed by the ED.
• Ensure with Warehouse Manager that vehicle maintenance is up to date;
• Ensure proper general property maintenance (snow removal, yard clean up, lawn care, waste management);
• Maintain and oversee the overall cleanliness of the office and schedule cleaners when appropriate.