SUMMARY

Reporting to the Human Resources Lead, the Administrative Assistant provides support and coordination for administrative and financial processes and activities of the Kickstand Provincial Implementation Team. This role provides support to a growing team and is optimized for an individual who is highly adaptable, organized, detail-oriented, and can communicate professionally and effectively with internal and external stakeholders at all levels.

The Administrative Assistant works closely with the Executive Director and other team members to ensure smooth daily operations, efficient scheduling, and accurate record-keeping across administrative, financial, and coordination functions.

ROLE RESPONSIBILITIES AND DUTIES

• Provide support to the Kickstand Provincial Implementation Team by being the main point of contact for all inquiries related to administrative and financial matters, assist with troubleshooting, and problem resolution documentation for future reference
• Manage digital filing, records, and document system using digital software (Office 365)
• Maintain financial records and monitor expenditures, working closely with the Executive Director and the Bookkeeper/Accountant
• Handles day-to-day financial processes such as timekeeping records, tracking invoices, reimbursements and expense claims from Kickstand Connect contractors, other contractors, vendors and employees
• Submit expense claims to the Executive Director for review, approval and processing
• Prepare, distribute, and manage documents for the Board of Directors, including scheduling and organizing meetings, inviting, and confirming attendance, resolving time conflicts, preparing, and distributing agendas, taking meeting minutes, and taking follow-up action as required
• Take minutes at various internal and external meetings (e.g., team meetings, working groups, and partner meetings), ensuring accuracy, clarity, and timely distribution.
• Support the preparation and updating of MOUs (Memorandum of Understanding), licensing agreements for the Kickstand brand, capital contracts, equipment agreements, and other information-sharing agreements
• Maintain and update inventory records for office supplies, equipment, and technology (e.g., laptops, phones, access cards). Track items issued to staff and ensure accurate logging
• Coordinate with Finance/IT for purchases, repairs, or replacements of equipment.
• Provide project management support, including developing and maintaining documentation to track projects, timelines, outcomes, and decisions
• Manage calendar organization and resolve scheduling conflicts for the team, ensuring coordination with other internal and external partners.
• Support the honoraria process for young people, families/caregivers, and other partners, while working with the Stakeholder and Partnerships Engagement Coordinator to ensure honoraria are disbursed in a timely manner and the process is accessible to honoraria recipients
• Provide support for new staff orientation and training, including scheduling and maintaining updated onboarding documents
• Support the recruitment process for Kickstand job postings, including initiation of posting, applicant screening, and scheduling interviews with relevant representatives.
• Assist with coordinating other projects, special events, and activities as required
• Support booking travel and accommodation for staff or leadership, including obtaining quotes, comparing options, and preparing itineraries.

QUALIFICATIONS

Education, Training and Experience

• Post-secondary education in a relevant program (Business Administration, Social Sciences, Office Management), plus one to three years of recent related experience or an equivalent combination of education, training, and experience.
• Basic accounting experience, office organization, record keeping and cultural competency education or training are an asset.
• Experience supporting Boards or leadership teams considered an asset.

Skills and Abilities

• Advanced computer literacy and ability to use technology to organize and improve work
• Strong project management skills, ability to plan, multi-task, prioritize and problem-solve
• Strong interpersonal skills and ability to work with individuals at all levels of the organization
• Ability to provide and receive work direction
• Excellent verbal and written communication skills
• Demonstrated ability in accounting basics
• Ability to work well in a fast-paced environment to meet tight deadlines
• Physical ability to carry out the duties of the position

Additional Information about the Role

• Compensation will depend on experience and fit for the position. ($48,000.00 – $50,000.00 per year plus benefits, based on experience, with room for growth).
• This is a hybrid position with some required in-person meetings and flexibility to work from home.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change when required.

Kickstand is committed to equity, diversity, inclusion and decolonization and to ensure young people in Alberta can see themselves in Kickstand’s providers – we welcome applications from all qualified persons. We encourage; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and Kickstand, to apply.

Thank you to all applicants for your interest in this position. Please note that only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $48,000.00-$50,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Work Location: Hybrid remote in Edmonton, AB T5K 2J5