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Saskatchewan Writers' Guild

Job Purpose/Description
The Administrative Assistant for the Saskatchewan Writers’ Guild (SWG) is an experienced and dynamic individual, with broad arts/cultural experience and strong interpersonal and communication skills. This full-time position provides essential support for this provincial non-profit arts organization, which offers numerous programs and services for writers throughout the province. 

A position that is pivotal in operations within the Guild Office, the person in this role provides essential administrative support for the Executive Director, Program Manager, Accountant and the Board. The Administrative Assistant is the front-line contact with members and the general public. Besides membership communication and information maintenance, duties include general clerical and reception duties, including taking minutes for the Board, plus some financial tasks and database management, and maintaining supplies and inventory for all aspects of office and operations.
Occasionally provides support to other staff, board, and committees.

Please submit applications online only to info@skwriter.com with the subject line "Admin Assistant Job Application". Please include an attached cover letter and brief résumé outlining your matching qualifications to: Attention Judith. Only those chosen for interviews will be contacted. 

Deadline for applications is 12:00 pm (noon), February 10, 2017.

Accountability/ Performance Review /Reporting:
The Administrative Assistant’s immediate supervisor and principal liaison is the Executive Director, followed by the Program Manager and the Accountant. The Executive Director reviews his/her performance. 

Location: Regina Guild Office

Key Responsibilities:

Administrative & Reception Duties:

  • Friendly reception services for member and non-members (public) inquiries, email, telephone and in-person, forwarding emails and calls to the appropriate staff person, and consulting on external responses before responding to those that require internal discussion or action
  • Manage and maintain memberships, including new applications and renewals, member area and passwords, renewal notices and responses, member area codes on the webs site, generate stats, and other tasks, as required to maintain positive relationships with members
  • General clerical support: processing all mail (including electronic), filing, and archiving
    • Incoming mail sort (contracts, invoices, programs, manuscripts, payments, etc.)
    • Outgoing mail compiled and processed 
    • Maintain Cheque log for Accountant
  • Paper and electronic filing of Guild materials
  • Maintain supplies and inventory for office, kitchen, and equipment
  • Maintain and order new or replacement stock in a timely and efficient manner 
  • Ensure storage area and equipment cupboards are organized and easily accessible
  • Update and maintain library bibliography logs
  • Organize photograph and maintain records/bibliographies
  • Proofread, edit or review materials, such as Freelance
  • Send out donor letters & receipts
  • Other duties as assigned

Executive Director & Board Support

  • Prepare Board packages and distribute them
  • Take minutes at Board meetings
  • Format, file and manage the Board Minutes & Meetings binder
  • Provide information and statistics to the Executive Director and for funding applications and reports as requested
  • Prepare, print and distribute Board Handbooks 
  • Provide support for the Board and Board Committees, including preparation for meetings, booking accommodations, meals, venues, conference calls, etc.
  • Write letters for the Executive Director, and on occasion other documents
  • Provide information and statistics to the Executive Director and for funding applications and reports, as requested
  • Do mailing, filing and photocopying for the Executive Director
  • Assist with policy review and formatting
  • Proofread, edit or review materials
  • Other tasks as directed by the Executive Director

Key Proficiencies: 

  • Knowledge of non-profits is essential
  • Familiarity with the Saskatchewan writing community is a definite plus
  • Knowledge about the Saskatchewan Writers’ Guild is advantageous
  • Strong communications skills, written and oral
  • Knowledge of general Administrative procedures: filing, archiving, database maintenance, reception duties
  • Proficiency in a Windows 7 environment and MS Administrative 2010, particularly Word, Excel, an asset is also knowing Adobe Acrobat Professional
  • Strong interpersonal skills, including the ability to work independently and as part of a team, and relate well to SWG members and the public 
  • Excellent organization skills, including the ability to prioritize and manage multiple tasks and work to deadlines
  • Excellent oral/written communications skills to provide information for staff, board and members, and to advocate for SWG members, programs and services
  • Superb attention to detail and accuracy
  • Quick and efficient data entry creation and maintenance ability

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