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Talisman Centre

Application Deadline: February 8, 2013   Starting Date: January 14, 2013

Position: Executive Assistant

Job Description:
“Best Fitness Facility in Calgary” for 10 consecutive years (by Fast Forward Magazine readers), and recognized as a leader in facility operations, enhancement projects and leading edge programs by our peers. Our focus on delivering an exciting atmosphere and a wide spectrum of world-class training and competition services for our high performance athletes, diverse customer base and dedicated membership has made us a leading destination for Calgarians of all ages and abilities.

As a key member of the organization, the Executive Assistant will provide multi-skilled, dedicated secretarial and administrative support to the Chief Executive Officer, the Senior Management team, and the Board of Governors to ensure the administrative activities run smoothly, efficiently, and on time to help the team achieve its objectives.

Reports to: Chief Executive Officer

What’s In It for You:
•An exciting position with the opportunity to work between 32 to 40 hrs per week according to the successful candidate’s preference
•Flexible starting and ending times.
•Starting salary range: $47,000 to $55,000 depending on experience (salary will be prorated based on number of hours worked)
•Free facility membership plus a variety of free and discounted programs & services for you and your family
•RRSP Employer Matching Program
•Comprehensive benefits package including extended health, dental, short & long term disability
•Professional Development opportunities
•Free parking and close to C-train

What You’ll Do:
•Arrange for the Annual General Meeting and all duties related
•Attend Board Committee and Board Meetings; record and keep accurate updated minutes including the Member Registry and Board Motions (note: some meetings require early morning or evening availability)
•Provide administration support for the Board and all the Committee Chairs
•Compile agenda and information for Board and Committee packages and send them out in advance of meetings
•Coordinate and update all Committee Meetings minutes from the Committee Chairs
•Coordinate and record minutes for weekly Director’s meetings and Board meetings
•Coordinate and organize catering requirements for Board, Committee and Manager’s meetings
•Provide administrative support to the CEO including arranging appointments and schedules
•Format and edit papers, correspondence, tables, reports, charts, PowerPoint presentations, and other confidential material and proofread documents before circulation, as required.
•Monitor and be familiar with the Society’s By-laws
•Maintain several databases
•TimeSolutions / Payroll for Senior Management
•Maintain stationery supplies for all departments
•Collaborate with colleagues and suppliers to maintain fully functioning office to ensure that equipment is in good working order, including facility photocopier, contract and supplies
•Take initiative to enhance the efficiency and effectiveness of the office by suggesting new processes and fully utilizing the MS Office suite and other office tools and functions
•Conduct research for projects and management initiatives as required
•Other related duties as required

What You Need:
•Intermediate knowledge of Microsoft Outlook, Word, Excel and PowerPoint
•Solid knowledge of office procedures, practices and related policies, and ability to manage protected/confidential documents
•Ability to communicate effectively and interact positively with individuals at all levels by demonstrating active listening and conveying information clearly
•Ability to write clear and grammatical short documents and to convey straight forward messages; ability to proofread written documents for errors, typos, etc
•Ability to plan and organize work efficiently and effectively, anticipate needs, ask for clarification when required, and react quickly in terms of arranging calendars and coordinating activities; flexible to accommodate unexpected situations
•Ability to work independently and in a team environment where mutual support and willingness to learn are essential
•Ability to maintain accuracy and attention to detail, even under pressure
•Ability to use judgment and to make sound decisions when giving advice or making recommendations
•Ability to support the development of knowledge and skills by sharing experiences, identifying current shortcomings, and testing new methods or approaches
•Experience with the CLASS system would be an asset
•Previous experience working with a board and or senior executive and knowledge of working with not-for-profit by-laws would be an asset
•2 to 5 years of experience preferred

How to Apply
Submit a resume and cover letter to Talisman Centre Human Resources by:
•Email: careers@talismancentre.com (please state job title in the subject line)
•Online: www.talismancentre.com
•Fax: 403.233.8307

Please Note:
Competition closes when a suitable applicant is found. Only those candidates selected for an interview will be contacted.

Due to the high volume of resumes received, we are unable to respond to telephone enquiries.

Salary Range: 47,000-55,000

Type of Position:
Full Time - Employee

Contact Information:
Human Resources
Talisman Centre
2225 Macleod Trail South
Calgary , T2G 5B6
http://www.talismancentre.com

 

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