Executive Assistant (to COO and CIO)

• Primarily responsible for supporting the Chiefs, as required, in their daily activities
• Implementation and integration of administrative systems and processes in an effective manner
• Senior Level Support including:

• Provides warm, professional responses and support to both internal and external people
• Developing and implementing short and long-term work plans and objectives
• Developing guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary
• Developing and implementing new procedures to improve the quality and quantity of work
• Anticipates needs and weekly requirements for the COO/CIO; preparation of meetings or report generation
• As required, track and report on Grants / Funding in relation to the Programs under the Chiefs
• Prepare monthly reports, update KPI’s, and code monthly credit card statements; pre-approve invoices via Financial Force
• Produce and/or assist in the production of all required internal and external reports
• Performing tasks which require advanced skills in organization and planning, knowledge of operations and an overall knowledge of other departments
• Coordination of internal and external meetings, ensuring materials, travel plans, agendas and room/food arrangements are in place
• Coordinates the scheduling and details for events as required
• Assist in budget creation, management, and variance reports
• Point of contact for the team sick days, vacation days, wellness day and monitor approval for COO and CIO teams.
• Participation in organizational and spiritual events, activities, workshops.

• Education and/or proven experience in office administration with increasing responsibility
• Personal alignment with TMS theology and values; demonstrates spiritual maturity.
• Exceptional skills in diplomacy and interpersonal relations.
• Takes initiative and demonstrates sound judgment in complex situations.
• Communicates openly, honestly, and clearly with excellent written communication skills
• Proven agility and ability to handle changing requirements.
• Ability to build and maintain effective interpersonal relationships at all levels of the organization and major stakeholders.
• Discretion with confidential information.
• Ability to work occasional long hours and some weekends in support of events.
• Highly self-motivated and demonstrates initiative consistently
• Excellent time management and organizational skill set
• Follows up to ensure other people’s contributions are on schedule
• Anticipates problems and ensures contingency plans are available and actioned if needed;
• Comfortable with both PC and Mac platforms
• Ability to meet deadlines
• Highly detail-oriented with the ability to multi-task and manages time
• Advanced knowledge of Microsoft suite of products and teleconferencing products such as MS Teams and Zoom. Experience leading and managing virtual meetings would be a strong asset
• Builds and manages networks and relationships with internal and external stakeholders
• Builds respect internally and externally
• Represents The Mustard Seed professionally

• Workdays and hours - Monday to Friday with the flexibility to accommodate evenings and weekends as required.
• Very fast paced and demanding work environment
• As The Mustard Seed is a Christian ministry, we require our employees sign an agreement indicating that they will respect and not detract from our Statement of Faith.
• Employees are to be aware that many of our clients may experience difficulties or impairment at times, which could result in them uttering threats, discriminatory statements, and other insults at your person. This may in a raised voice, or in seeing unpredictable behaviour up to and including the possibility of them becoming aggressive.

• Training on how to respond is provided, but this is to be considered typical working conditions. Many of our clients are unaware of the impact of these comments.
• Some travel may be required

• An Employment Background Check is required for all positions at The Mustard Seed
• As The Mustard Seed is a Christian ministry, we require our employees to agree to respect and not detract from The Mustard Seed’s Employment Values during their employment at The Mustard Seed.
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer

• All The Mustard Seed employees have access to the Employee and Family Assistance Program, which provides support for maintaining a healthy work-life balance, addressing mental health concerns, and focusing on personal development in various areas.

• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.
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The Mustard Seed