Building Supplies Partner:

365 Mount Edward Rd. Charlottetown PE C1E 2A1

ReStore: 902-368-7539 and press 1
Affilitate Office: 902-367-3559
Email: admin@habitatpei.ca

Charitable Number: 89238 9339 RR0001

Executive Assistant Job Description

 

About the Habitat for Humanity PEI

Founded in 1996, Habitat for Humanity PEI is a non-profit organization working towards an Island where everyone has an opportunity to live in a safe, decent and affordable home. With the help of our generous volunteers, the organization has provided 67 families with safe, decent and affordable housing throughout Prince Edward Island.  Habitat for Humanity PEI is one of 54 affiliates of Habitat for Humanity Canada.  Thanks to Habitat for Humanity’s help, a family somewhere in the world improves its housing situation every 10 minutes.

 

The Habitat PEI ReStore is a home décor, building supply and home renovation store that accepts and resells new and gently-used items. Proceeds from the ReStore fund Habitat for Humanity PEI, which constructs Habitat homes for hard-working low-income families in the province. Supporting the ReStore helps deserving Island families achieve the dream of home ownership. Habitat PEI’s ReStore boasts over 5,000 sq. ft. of selling space, two trucks, a large receiving area, a dedicated group of staff and volunteers, and is the 8th busiest ReStore in Canada on a per square foot basis.

 

Overview

The Executive Assistant helps to facilitate our contributions to the community, working with our staff, volunteers and donors as the primary point of contact for internal and external stakeholders on all matters pertaining to the management team. The Executive Assistant also organizes and coordinates outreach and external relations efforts; and oversees special projects. The Executive Assistant is responsible for carrying out all office administrative duties on behalf of Habitat for Humanity PEI including management of regular communications, record management, and front-line marketing efforts. This position will be 50% in the affiliate office and 50% in the ReStore office.

 

Organizational Context:

The Executive Assistant reports to the Chief Executive Officer, with direction from the Director of Philanthropy on tasks related to fund development, the Program Manager on tasks related to family services and volunteer management, and the ReStore Manager on tasks related to ReStore operations.

 

Duties and Responsibilities

Admin Duties

  • Respond to inquiries made via phone, email, or social media.

  • Managing all Habitat PEI social media accounts.

  • Review images of prospective donor items and decide on potential for resale.

  • Handle inquiries regarding scheduling changes, updating our drivers on schedule re: pickup status, changes or cancellations.

  • Data entry in Habitat PEI’s CRM system (Salesforce).

  • Maintains and organizes confidential files including personnel, homeowner, land acquisition and Board records with the Finance and Administration department. Researches, responds to and/or directs queries from the public, staff, families and the Board of Directors.

  • Assist in preparing standard operating procedures for all facets of Habitat PEI.

  • Research and summarize information and prepare reports as required.

  • Greet, direct and provide information to visitors and telephone calls to the affiliate.

  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO and ReStore Manager’s time and office.

  • Assists with preparation of agenda and board packets for each meeting of the Board of Directors and maintains board records.

  • Maintains and updates administrative materials, including policy and procedures manual.

  • Maintains contact lists including board, staff, committees, partner families, etc.

  • Provides administrative support to staff, volunteers and committees as needed.

 

Fund Development & Communication

  • Donor research, discovery and stewardship.

  • Maintenance of the donor database in Salesforce.

  • Data entry of past donors into Salesforce.

  • Preparation and distribution of the newsletters.

  • In collaboration with the ReStore Manager, Director of Resource Development, and CEO, contribute towards the overall Habitat PEI Marketing and Communication function.

  • Create workable plans to transition from current state to desired goals; determine the steps required to reach objectives and make the best use of available resources.

  • Provide advice to Senior Management and advise all programs and departments on internal and external issues as appropriate.

  • Ensure that media inquiries are dealt with in a timely and accurate manner and subsequently briefing Habitat PEI’s corporate spokespersons.

  • Provide advice to the ReStore Manager and CEO when developing the annual operational plan for the organization

  • Proactively seek out opportunities to advocate on behalf of Habitat PEI with the goal to increase awareness, financial support and drive traffic to our ReStores.

  • Prepare welcome packages for new families, employees, volunteers, thank you letters and Christmas cards.

  • Plan and implement formal and informal volunteer recognition activities to recognize the contribution of volunteers to the organization, in consultation with appropriate staff.

  • Prepare an annual report on the contribution of the volunteer program to the organization.

 

Qualifications

  • Bachelor's degree an asset

  • Strong work tenure: 3 - 5 years of experience, preferably in an administrative role or a non-profit organization

  • Experience and interest in internal and external communications, partnership development, and fundraising

  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

  • Database experience preferred

  • Excellent written and verbal communication, organization, and interpersonal skills.

  • Ability to work effectively with multiple individuals or independently.

  • Performs effectively and professionally under pressure; exceptional organizational and time management skills; ability to meet deadlines, multi-task and prioritize.

 

Personal Qualities

  • Strong communication and people skills with a great command of English language and professional manner is essential

  • Demonstrated good judgment and discretion.

  • A positive professional attitude that is supportive of Habitat for Humanity’s vision, mission and values.

  • Organized, detailed in his or her work, and highly self-motivated

  • Strong interpersonal skills including the ability to build networks, tactfully negotiate, flexibility, and consistency with following through

  • Excellent organizational and prioritization skills, able to manage and deliver on multiple assignments under tight deadlines.

  • A self-starter who loves to think creatively and solve problems.

  • Ability and willingness to learn trends, practices, and policies affecting the industry and business.

  • Ability to sift through vast amounts of information, solicit opportunities and possibilities, and communicate analysis effectively to senior management.

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How to Apply

Please forward your resume and cover letter to apply@habitatpei.ca with the subject “Executive Assistant” or in person at 365 Mt Edward Rd Charlottetown, PE no later than 4pm September 21, 2018.  We encourage all qualified candidates to apply; however, only those selected for an interview will be contacted.