Executive Assistant- Hybrid

Our client is an equal opportunity employer. They are creative in the support and resources they provide to a wide range of individuals in Vancouver.  Highly focused on community and empowering people.

This is an exciting role for a very efficient EA.  You will be supporting five busy executives and the Board for this non-profit organization.  Great opportunity for someone with ability to identify the needs of the executive team and find solutions.  Strong with minutes taking and calendar organization.

Responsibilities:

Support Executive Director with:

• Calendar management
• Maintenance of ED Filing systems
• Logistics for ED meetings
• Meeting management and preparation of materials and presentations
• Process expense report in compliance with Society policies
• Creation and distribution of materials as assigned by ED
• Work with communications support to ensure Board, ED, EC communications to the organization are consistent, professional and clear

Board Support:

• Prepare and deliver Board Meeting and Board meeting packages
• Implement, monitor and revise systems related to Board support and materials such as filing, record-keeping, information and packages distribution and calendar management
• Provide support for compliance with Society’s Act and other legislation
• Provide support with governance
• Logistic support for meeting in person and virtual
• Coordinate Board packages and admin requirements
• Lead Board projects
• Schedule Board Planning annual retreat
• Preparation and distribution of Annual or Special General meeting as required
• Ensure proper storage, retrieval and destruction processes of for Society’s records
• Dropbox management and revision of new mechanisms for access to information

Leadership Team Support:

• Provide logistical support for Executive Committee meetings both in-person and virtual
• Provide agenda and minutes
• Lead and assist Management team organizational projects and initiatives
• Ensure an effective integration and flow through of work plans
• Ensure committees have adequate admin resources and tools

Qualifications:

• Five years of experience in providing complex administrative support to multiple executives
• Diploma in Business Administration or an equivalent combination of education, training, and experience
• Experience working with Boards is an asset
• Knowledge of office administration systems and procedures
• Excellent working knowledge of Microsoft program in windows environment
• Ability to operate office equipment and troubleshoot issues
• Strong verbal and written communication
• Able to work independently and in cooperation with others
• Ability to plan, organize and prioritize
• Ability to take initiative with minimal supervision
• Ability to work in stressful and changing work environment
• Foster a working environment of collaboration, skill, collegiality and enthusiasm
• Knowledge of applicable legislature
• Ability to work with, and empathize with people experiencing abuse, poverty, family violence, racism, additions, limiting illnesses, mental illness and grief process.