About this role
*Executive Assistant* - Wood Buffalo Food Bank Association Fort McMurray, Alberta Full-Time, 40 hours per week, Primarily 9:00am-5:00pm
*Bring strong administrative support to a team serving our community*
The Wood Buffalo Food Bank is looking for a highly organized, proactive, and dependable *Executive Assistant* to join our team.
This role is at the heart of many of the day-to-day processes that keep the Food Bank running. From managing accounts payable and receivable in QuickBooks to maintaining records, supporting donors and clients, coordinating meetings, and helping the team stay organized, your work will support the people and programs serving our community every day.
We?re looking for someone who enjoys bringing order to busy environments, takes pride in accuracy, and doesn?t need to be reminded twice to follow something through. You should be comfortable working independently, confident with numbers and financial records, and equally comfortable answering the phone, helping a client, or jumping in to support a community event when needed.
If you?re someone who loves being the organized person behind the scenes and wants your work to contribute to something meaningful, we?d love to hear from you!
*What You?ll Do*
A key part of this position is supporting the Food Bank?s day-to-day financial administration. You will:
* Maintain accurate financial records using *QuickBooks*. * Manage day-to-day *accounts payable*, including entering bills, organizing documentation, and preparing payments for approval. * Support *accounts receivable*, including issuing invoices, recording payments, and monitoring outstanding balances. * Record donations, sales, deposits, and other financial transactions accurately. * Support bank and credit card reconciliations and follow up on discrepancies when needed. * Maintain organized invoices, receipts, financial records, and supporting documentation. * Support the Executive Director with financial tracking, reporting, and information requests.
You?ll also play an important role in keeping the organization organized and connected by:
* Providing day-to-day administrative support to the Executive Director and Food Bank team. * Answering and directing phone calls, emails, and general inquiries. * Preparing and organizing correspondence, reports, spreadsheets, forms, and other documents. * Maintaining accurate and confidential records for donors, clients, volunteers, staff, and community stakeholders. * Maintaining donor records, donation information, receipting, and related documentation. * Managing electronic and physical filing and archiving systems. * Maintaining shared calendars and assisting with meetings, boardroom bookings, materials, and room preparation. * Monitoring office and operational supply needs and coordinating orders upon approval. * Supporting administrative reporting, data entry, research, and recordkeeping. * Keeping track of deadlines, outstanding items, and administrative follow-up.
And as part of a small, community-focused organization, everyone helps where needed. You may also:
* Support client applications and appointment scheduling. * Assist donors, volunteers, clients, vendors, and community partners with professionalism and respect. * Support food drives, fundraising initiatives, community events, and special projects. * Conduct research related to programs, funding opportunities, or organizational priorities. * Participate in cross-training and provide support in other areas of the Food Bank when required.
*What You Bring*
This position requires someone who is genuinely comfortable with bookkeeping and financial administration. Previous hands-on QuickBooks, accounts payable, and accounts receivable experience is important for success in this role. The successful candidate will have:
* Previous experience in administration, bookkeeping, accounting support, office coordination, or a similar role. * Demonstrated experience using QuickBooks in a working envir