Fellowship Prairies Inc. 

Executive Assistant - Part time position

The Fellowship Prairies Executive Assistant provides high-level administrative support to the Regional Director and the Regional Office.

Hours: 12-15 hours/week, with hours being flexible between Monday – Friday

Start date: As soon as a suitable candidate is available

Compensation: hourly wage range between $21.48 - $24.32, depending on experience

Oversee the operations of the Fellowship Prairies Office. Tasks include:

• Responding to email and phone inquiries
• Performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls/video conferences, and scheduling meetings
• Updating information on the FPI website
• Working with the Regional Director to prepare and distribute quarterly Newsletters
• Maintaining the regional directory (published in the fall) - Working with Vital Stats for Registration of Clergy licenses
• Handling confidential information; organize and maintain files.
• Ensuring completion and filing of Federal and Provincial Annual Returns.

 Supported by the Fellowship Prairies accountant, the Executive assistant will:

• Receive, record and deposit donations
• Process payment of expenses
• Input revenue and expense information into Quickbooks
• Complete monthly reconciliations on Quickbooks
• Prepare year end receipts and statements
• Prepare monthly payroll information
• Prepare and submit documentation for the yearly financial review (audit).

Provide support for Fellowship Prairies Leadership Board meetings:

• Distribute agendas and coordinate meeting space (either in person or online) - Arrange catering for in person meetings. Set-up and clean- up of in person meeting spaces
• Prepare and distribute reports, presentations, and data for board meetings - Record meeting minutes
• Maintaining files, records, correspondence and Minutes for Board meetings

In coordination with the Regional Director the Executive Assistant will prepare and assist with hosting two events each year.

ENCOUNTER (yearly ministry leaders retreat):

• Create and distribute event flyers and registration forms
• Collect registration forms and fees
• Communicate with the hotel to confirm dates, share registration information, and coordinate set up of meeting spaces and catering/meals
• Prepare gift bags for attendees
• Provide snacks/refreshments for sessions
• Prepare slide presentations

EQUIP (yearly AGM and conference)

• Create and distribute event flyers and registration forms
• Collect registration forms and fees
• Communicate with venue to confirm dates and coordinate any setup needs
• Collect reports and prepare the annual report
• Prepare slide presentations
• Coordinate catering and refreshments for attendees
• Record minutes for the AGM

Support the Fellowship Prairies Foundation board:

• Prepare cheques
• Receive, record and deposit donations
• Prepare and distribute monthly transaction reports
• Prepare T5s and submit to CRA
• Prepare and distribute year end statements
• Distribute AGM documents to voting members; record and distribute AGM minutes
• Assist with preparation and distribution of FPFI newsletters
• Receive Key documents from Board Members and file on Foundation Master File - Assist with completion and filing of Federal and Provincial Annual Returns.

Executive Assistant Skills

• Comfortable in an environment with multiple tasks and projects at hand
• Able to organize and manage tasks, schedules, and information
• Self-directed and able to work without supervision
• Energetic and eager to tackle new projects and ideas
• Comfortable in both a leadership and team-player role
• Answers phone inquiries, directs calls and emails for the executive team

Executive Assistant Requirements and Qualifications

• Three to five years’ prior experience in mid- to senior-level administration, business, management, or related field
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Publisher, and Excel); QuickBooks (or an equivalent program), Zoom Video

Conference; scheduling appointments/updating calendars

• Excellent written and verbal communication skills
• Excellent time management and prioritization skill

Send resume to:

mark@fellowshipprairies.ca