Administrative Coordinator [Calgary]

 

Administrative Coordinator

    

 

Job Title:

 

Administrative Coordinator

 
 

Organization:

 

Lougheed House Conservation Society

 

Location:

Calgary, Alberta

 

Application Deadline:

 

2018-02-18

 
 

Date Posted:

 

2018-02-02

 
 

Web Link to Institution:

 

https://www.fitzii.com/apply/26459?s=c12

 
 

Job Description:

 

Lougheed House is seeking an enthusiastic individual to join our team! Are you someone who takes pride in offering quality administrative support in a high-volume environment? Does the idea of being a part of, and supporting a motivated team, appeal to you? If so, read on!

It is an exciting time to join Lougheed House as we continue to grow as a cultural hub for Calgary and Alberta. We are evolving our organization and are looking for individuals interested in being a part of this journey. Lougheed House was built in 1891 and is a Provincial and National Historic Site. Designed by Ottawa architect James R. Bowes for Senator James and Isabella Lougheed, it is one of the earliest surviving mansions of its kind on the Canadian prairies today. Located in the Beltline district of Calgary amid several acres of heritage gardens and green space, the House is also an accredited museum and significant Calgary landmark. It features a regular exhibition program, and hosts events, tours, and learning opportunities for visitors of all ages. Lougheed House offers a flexible and team-oriented work environment, join us and help grow our organization for the future!

Please visit our website for more information by visiting www.lougheedhouse.com.

COMPANY NAME: Lougheed House Conservation Society
POSITION TITLE: Administrative Coordinator
REPORTS TO: Executive Director
POSITION SUMMARY:
Reporting to the Executive Director, the newly created role of Administrative Coordinator is responsible for providing diversified, confidential administrative and operational support to the Executive Director, Board of Directors, and broader team at Lougheed House. The Administrative Coordinator is the primary point-of-contact for office- and building-related vendors and partners, and works closely with Lougheed House team members to support organizational development and events, while anticipating departmental requirements.

POSITION DUTIES / RESPONSIBILITIES:
• Manages and maintains the calendar and schedule of the Executive Director
• Prepares agendas, minutes, and documents, as needed and manages the scheduling of staff meetings and meetings of the Board of Directors
• Assists the Executive Director in maintaining contracts and acts as liaison with Lougheed House vendors, stakeholders, and partners
• Maintains electronic and hard-copy administrative files
• Assists with ongoing procedure and policy updates
• Provides front of house coverage, as needed
• Anticipates departmental requirements through maintaining knowledge of upcoming events (meetings, presentations, events, travel, etc.)
• Works with the Board, staff, donors and volunteers, as required
• Assists with institutional projects, such as exhibition and program planning, fundraising planning and follow-up.
• Ensures that all administrative tasks are performed in an effective and efficient manner, including purchasing, reviewing mail, drafting correspondence, preparation of reports, screening phone calls when requested, and maintaining Director’s office files as needed.
• Performs other related duties, as assigned.

QUALIFICATIONS & COMPETENCIES:
• A Bachelor’s degree or an equivalent combination of education, training and experience
• 3+ years of related experience, working in an administrative capacity, preferably in the non-profit sector
• Demonstrated proficiency working in Microsoft Office Suite (including Microsoft Word, Excel and PowerPoint) is essential
• Demonstrated passion for history
• Demonstrated attention to detail and ability to handle confidential information and act with tact, diplomacy and professionalism
• A self-starter with a demonstrated initiative, organizational skills, a sense of urgency and ability to meet deadlines while balancing competing priorities.
• Exceptional communication, interpersonal and team-building skills
• Ability to represent Lougheed House with a high level of integrity and professionalism, adhere to museum policies and support management decisions in a positive, professional manner
• Ability to work with colleagues, the Board, contractors, the public, Lougheed House stakeholders, donors, and volunteers
• Comfortable working in a fast-paced, team-oriented environment, autonomously and independently
• Demonstrated “roll up the sleeves” mentality
• Ability to build relationships and credibility with key stakeholders (colleagues, the Board, contractors, the public, donors, and volunteers)
• Demonstrated ability to promote and live the values of Lougheed House

JOB LOCATION: Calgary, Alberta

POSITION TYPE: Full-Time (with benefits) | Permanent (37.5 hours per week with some evenings and weekends, as required). A flexible approach is required to meet the needs of our donors, clients and business.

APPLICATION INSTRUCTIONS: Please submit your resume and a cover letter that outlines why your skills, experience and personality would make you an excellent candidate for the Administrative Coordinator role at Lougheed House. Apply here: https://www.fitzii.com/apply/26459?s=c12
APPLICATION CLOSING DATE: February 18, 2018, at 5:00 p.m. MST.
A security clearance check is required for this role.

We thank all applicants for their interest in this position; however, only those who most closely match the Lougheed House’s requirements will be contacted. No telephone inquiries, please.

This job description is intended as a summary of the primary responsibilities of and qualifications for this position. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.