Executive Assistant Position Profile

Reports to the Executive Director Full-time, Contract
Compensation: $35,000 – 39,000, per year
Closing Date: May 15th, 2015
Start Date: June 1st, 2015

Position Summary

Reporting to the Executive Director, the Executive Assistant helps connect internal and external stakeholders with the work of the organization. Under the direction of the Executive Director, this position shall provide support to the ASEC Executive Committee. The position requires managing multiple projects, contacts and deadlines as well as effective liaising with internal and external stakeholders. This position also performs critical functions for the administration of the ASEC Home Office.

Qualifications

• Baccalaureate Degree and/or equivalent experience with a marketing communications background;
• A minimum of 1-2 years related experience working with student advocacy or not-for- profit organizations.

Responsibilities and Duties

ASEC shall employ an Executive Assistant to assist in the administration of the ASEC Home Office while effectively liaising with internal and external stakeholders. The Executive Assistant has the following responsibilities:

Office Administration

  • Collect and respond to inquiries from members, media, external partners, government partners, and student leaders
  • Assist the Executive Director with the administration of daily tasks, including mail service, telephone communications, digital communications, office administrative tasks, and other duties as required
  • Assist ASEC Home Office staff and the Executive Committee with ASEC projects as needed
  • Contribute to the maintenance of archived documentation and the ASEC Knowledge Base
  • Under the guidance of the Executive Director, track and manage personal time and benefit allocations

Member Relations

  • Serve as the key point of contact for ASEC members;
  • Assist with planning, facilitating, and executing ASEC’s four annual conferences;
  • Assist in developing and cataloguing organizational training materials for conference hosts, ASEC Board delegates, and the ASEC Lobby Team
  • Draft and distribute relevant publications to ASEC members prior to conferences and other events
  • Solicit and maintain a list of contacts for ASEC alumni
  • Assist committees on specific projects as directed by the Executive Director
  • Oversee and manage the ASEC Wiki and Webpages

Government and External Stakeholder Relations

  • Liaise with governmental departments as needed
  • Coordinate meetings between membership and government representatives
  • Assist in the development and distribution of background briefing documents for meetings with MLAs and governmental bodies as required
  • Gather, read, analyze and interpret topical post-secondary education research, studies, and policy documents
  • Attend meetings with government in the event of an absence of the Executive Director, or as required
  • Assist with developing, planning, and implementing the ASEC Sponsorship and Partnership strategy
  • Assist the Executive Director in the maintenance and development of a media contacts list, and implementation of the media strategy
  • Explore new partnerships opportunities with public, private and non-profit organizations
  • Remain nonpartisan in all activities both within and outside of ASEC for the duration of their employment

Skills and Abilities

  • Self-motivator with good organizational skills and outstanding project management abilities;
  • Excellent English written and oral communication skills;
  • Ability to work independently and collaboratively as needed;
  • Excellent knowledge of communications tools, as well as Microsoft Suites.

Working Conditions

  • Physical requirements – Little physical effort required, standard amount of sitting, standing and walking.
  • Sensory Requirements – Extended periods of sensory concentration is required.
  • Environmental conditions – Throughout the year there is pressure to meet deadlines.
  • There is potential for conflicts with faculty, staff and students. Demands may occur on personal time in order to meet job requirements and deadlines.
  • Hazards – minor health and accident hazards.

Interested applicants are asked to email a cover letter and resume to ed@albertastudents.ca by midnight Friday, May 15th, 2015.

 

 

ACMHI Project Assistant Position Profile

Reports to the ACMHI Project Manager and Executive Director 0.8FTE, 15-month Contract
Compensation: $35,000 – 39,000 per 15-month contract
Closing Date: May 15th, 2015
June 1st, 2015

Position Summary

Reporting to the the ACMHI Project Manager, the Project Assistant will play a supportive role in managing the day-to-day activities of ACMHI project grant and research streams of ASEC’s 3-year ACMHI project. ACMHI (Alberta Campus Mental Health Innovation supports student-led mental health initiatives at students’ associations across the province. 

The position will require regular report writing for internal and external audiences, creating project charters, managing multiple deadlines, working with ASEC members, and liaising with stakeholders across the mental health and post-secondary sectors. 

Qualifications

•    Baccalaureate Degree and/or equivalent experience;
•    Self-starter with strong organization abilities;
•    Excellent interpersonal and written communication abilities;
•    Exceptional research, writing, and critical thinking skills;
•    Able to work independently and collaborate remotely, as needed;
•    Strong academic background in psychology, communications, or related subject;
•    Good understanding of and keen interest in mental wellness topics and post-secondary landscape in Alberta;
•    Previous experience working with mental health or not-for-profit organizations is a preferred;
•    Experience with qualitative and quantitative research and analysis;
•    Excellent knowledge of project management and communications tools, as well as Microsoft Excel, Office, and Wordpress;
•    Excellent English written and oral communication skills;
•    Event planning experience preferred.

Responsibilities and Duties

ASEC shall employ a Project Assistant to assist with the Alberta Campus Mental Health Innovation Grant. The ACMHI Project Assistant has the following responsibilities:

ACMHI Project Support

  • Work in collaboration with ASEC and ACMHI staff and senior leadership team;
  • Establish and adhere to communication schedule with senior management, staff, and stakeholders to provide updates on project activities and potential changes or risks;
  • Assist with the development of research, and records to document project activities;
  • Support the initiation, planning, and implementation of hosting a student-led Provincial Wellness Summit
  • Work alongside consultant teams, film crews, and community of practice members for successful completing of ACMHI goals. 
  • Set up files to ensure that all project information is appropriately documented and secured; 
  • Monitor use of resources in accordance with polices and expectations; 
  • Review the quality of the work completed with the project team on a regular basis to ensure that it meets the project standards;
  • Assist with writing reports on the project for management and for funders;
  • Ensure that all financial and employee records are up to date;
  • Assist in the preparation of reports and supporting documentation;
  • Maintain a detailed work plan which identifies and sequences the activities needed to manage delegated tasks and responsibilities for the success of the ACMHI project;
  • Ensure that the project deliverables are on time and at the required level of quality;
  • Assist in the analysis of survey data, academic studies, and relevant published materials;
  • Attend meetings on behalf of ASEC and ACMHI in event of an absence of the Project Managers, or as required;
  • In conjunction with the Project Manager, work with Approval members to support meetings and ensure the Terms of reference are adhered to;
  • Act as secondary point of contact for ACMHI Project Leaders, and support regular contact and relationship building with ACMHI teams;
  • Other duties as required.

Managing Networks and Communications

  • Liaise with project partners, providing information, materials and support as required; 
  • Contribute to ACMHI’s online presence via social media, blog, emails to promote broad-based participation in ACMHI projects, share information with project partners, and update materials; 
  • Provide strategic advice on communications regarding ACMHI;
  • Help co-ordinate meetings with various groups and organizations, such as student associations’, community stakeholders, government, etc…; 
  • Assist with all ACMHI process including applications, brainstorming, evaluation/metrics and other project related tasks as necessary;
  • Aid with revising project materials such as applications, FAQs, Guiding Tools, Agreements;
  • Proactively identify potential new projects or partnerships for ACMHI and students associations and facilitate those connections as needed;
  • Maintain ongoing contact to various committees and advisory groups with high interest in the area of stigma and other mental health related groups; 
  • Work in collaboration with diverse stakeholders, internal as well as external (people with lived experience of mental health problems and illnesses, advocates, public and private service providers, academics, and government officials); 
  • Maintain an excellent working knowledge of Canadian and international mental health stigma and discrimination initiatives and research;
  • Prepare presentations and speak to diverse audiences, ranging from community and professional organizations to international conferences.

Interested applicants are asked to email a cover letter and resume to ed@albertastudents.ca and Jessica@albertastudents.ca by midnight Friday, May 15th, 2015.