Administrative assistant, disaster management

The Canadian Red Cross Society, a non-profit, humanitarian organization dedicated to helping Canadians, as well as the most vulnerable throughout the world, is seeking a fluently bilingual Administrative Assistant for the Disaster Management department. Reporting directly to the Officer, Program and Systems Support, the incumbent will be responsible for providing administrative support to the National Disaster Response Plan Initiative project and to the National Disaster Management team at National Office. The successful candidate must demonstrate advanced skills and expertise with systems and core software applications, including Microsoft Office suite (including Excel, PowerPoint, etc...) and with administrative support to a department.

Major responsibilities

- Provide overall administrative and clerical support to the Project Manager, National Disaster Response Plan initiative and department staff.
- Manage /monitor all information flowing in and out of the Project Manager’s and National Director’s offices: phone, mail and email, faxes.
- Maintain master documents for the National Response Plan Initiative project (concept, plan and standard operating procedures).
- Prepare purchase orders, expense claims and invoices for approval.
- Coordinate/monitor approval procedures; signing binder, track documents for executive approval as per signing authority limits.
- Update/maintain binders, lists of internal and external coordinates for the department as well as the monthly Emergency Call Card.
- Maintain a filing system, code and store items for Central File as required per Society policies and procedures.
- Report weekly DM team attendance to payroll; and maintain updated attendance chart (with all missions and leave).
- Maintains team calendar with critical reporting dates, events and project milestones.
- Support the development of agendas, supporting documents, logistics for meetings chaired by the Project Manager, the National Director and the Deputy Director.
- Ensure adequate preparation for all meetings/events attended by the Project Manager, the National Director and the Deputy Director, including the National Disaster Management Working Group and Directors General meetings.
- Assist Officer, Process and Systems Support in maintaining departmental intranet.

Qualifications

- The minimum qualifications for this job are a college diploma or university degree (business administration, computer sciences, information management) with one to three years relevant experience, or an equivalent combination of education and experience.

Abilities and skills

- Advanced skills and extensive experience with existing systems and core software applications, including Microsoft Office suite (including Excel, PowerPoint, etc...).
- Strong oral and written communication skills, including the ability to synthesize information from multiple sources and produce clear and coherent written reports in English and French.
- Strong organizational, analytical, listening, interpersonal, time management, prioritization and creative problem-solving skills.
- Ability to work with volunteers, part-time and full-time staff.
- Ability to work under pressure.