Executive Assistant

Vancouver, BC Full-time $66489.00-$72024.00/year

GENERAL DESCRIPTION:

Reporting to the Associate Executive Director and serving as integral support to the leadership team, the Executive Assistant will be responsible for direct administrative support for the Leadership Team, and including development of First United’s overall administration and governance.  The Executive Assistant will also support other business processes, including administration, finance and development. This role is charged with developing and implementing more sophisticated policies and procedures both in the administrative, governance and operational realms.  

SPECIFIC DUTIES & RESPONSIBILITIES: 

Administrative Management:  

  • Acting as Executive Assistant for Executive Director
    • Undertaking the tasks of receiving calls, take messages and routing correspondence
    • Handling Executive Director’s requests and queries appropriately
    • Maintain diary, arrange meetings and appointments and provide reminders; Make travel arrangements
  • Planning and coordinating administrative procedures and systems and devising ways to streamline processes
  • Ensure the smooth and adequate flow of information within the organization to facilitate other business operations
  • Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
  • Monitor costs and expenses to assist in budget preparation
  • Ensure operations adhere to policies and regulations
  • Keep abreast with all organizational changes and developments
  • Oversee planning and scheduling of leadership and management team meetings, including agenda coordination and material preparation
  • Assist with organizational event planning as needed
  • Support with compliance and risk management documentation, including occupational health & safety

Governance Management:

  • Support Executive Director, Associate Executive Director and other members of the leadership team to prepare for and facilitate governance functions
  • Assist Chair of the Board with planning agendas and providing timely materials in advance of meetings
  • Assist Secretary of the Board with preparing resolutions and maintaining corporate records; liaising with organization’s corporate counsel in cooperation with the Executive Director
  • Assist committee chairs with meeting preparation and providing materials in advance of meetings
  • Develop and maintain BF calendar to ensure all necessary governance oversight is undertaken on an annual basis
  • Develop and maintain online Board resources, including maintenance of online governance materials (we currently use Boardable)
  • Act as recording secretary for Board and committee meetings
  • Maintain Imagine Canada accreditation

Business Operations:

  • Maintain relationships with necessary vendors (office supplies, printer servicing, etc.)
  • Assist in design and implementation of organizational workflows and procedures
  • Coordinate semi-annual risk review and analysis
  • Provide support and training to all levels of staff in policies and procedures as they are developed and implemented

KNOWLEDGE & SKILLS:

Specific Qualifications:

  • Proven experience as administrative or business operations manager
  • In-depth understanding of office management procedures
  • Must be familiar with nonprofit management and governance principles
  • Proven track record of success facilitating progressive organizational change and development within a growing organization
  • Excellent judgment and creative problem-solving skills including negotiation and conflict resolution skills
  • Energetic, flexible, collaborative, and proactive; a team player who can positively and productively impact both strategic and tactical administration initiative
  • Exceptional written, oral, interpersonal, and presentation skills and the ability to effectively interface with senior management, First United’s board of directors, staff, and community
  • Proficient in MS Office Suite
  • Previous experience working with governance management software an asset
  • An analytical mind with problem-solving skills
  • Excellent organizational and multitasking abilities
  • A team player with leadership skills

General Qualifications

       Ability to maintain a calm, welcoming, empathetic and professional demeanour at all times with staff and with vulnerable and/or marginalized individuals

  • Ability to avoid engaging in incidents with staff, community members and volunteers; nonviolent crisis intervention training a strong asset
  • Must be able to pass a vulnerable sector Criminal Record Check
  • Ability to communicate in English effectively, both verbally and in writing
  • Ability to deal with others effectively
  • Ability to work independently with a minimum of supervision
  • Ability to organize work
  • A commitment to the highest ethical conduct in all interactions

EDUCATION & EXPERIENCE:

  • Bachelor’s Degree, or equivalent combination of education and experience
  • Minimum 10 years working experience
  • Non-violent crisis intervention certification or Training in conflict resolution and/or de-escalation an asset 
  • Knowledge of local history of colonization and systemic outcomes including resulting intergenerational trauma for indigenous peoples and experience working in decolonizing context/through a reconciliation lens 
  • Experience working with indigenous groups/organizations/First Nations  

SCOPE OF RESPONSIBILITY:

Budget

  • None

Supervisory/Management responsibility

  • None

Latitude
The incumbent works in close collaboration with the Executive Director, Associate Executive Director, and other senior management.

INTERNAL/EXTERNAL RELATIONSHIPS:

  • Frontline support for Executive Director in managing all internal/external relationships and scheduling
  • Regular communication is maintained with all levels of staff, including management and leadership teams
  • Strong communications with external community partners

WORKING CONDITIONS:

Physical conditions:

  • No unusual physical demands 
  • Must be able to lift up to 25lbs at times

Environmental conditions:

  • No unusual environmental conditions.

Sensory demands:

  • Prolonged periods sitting or standing at a desk and working on a computer
  • Must be able to read, watch, study, observe, and engage in focused listening for concentrated blocks of time

Mental Demands:

  • Possible exposure/proximity to traumatic medical events and clients in crisis
  • Possible exposure to emotionally disturbing experiences. 

JOB CLASSIFICATION & WAGES:

ý   Exempt    Management            □   Bargaining Unit

Job Classification:  First United Wage Grid 7: min $66,588.62 DOE.


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