PLEA Community Services is currently seeking a Full-Time Excluded Executive Assistant for our Administration team. The position will start immediately. This position is excluded from union membership.
Reporting directly to the Executive Director, the Executive Assistant provides professional, executive support. The incumbent serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the Executive Director. The incumbent is responsible for organizing the schedule of the Executive Director and ensuring that the Executive Director is prepared with the information necessary to fulfill the responsibilities and functions of the Office.
Please submit a resume and cover letter referencing the competition number 2020013EA1.R. Closing date for Internal Applications: Monday, February 10, 2020 at 4:30 PM. If the position is not filled internally, it will remain open until filled.
Key Duties and Responsibilities
- Provide day-to-day administrative support to the Executive Director.
- Maintain a coordinated and up-to-date calendar for the Executive Director by determining the urgency and nature of requests, making necessary arrangements, and resolving time conflicts. Organize and schedule meetings with employees and external stakeholders. May attend meetings with the Executive Director to record meeting outcomes and follow-up actions.
- Review, research, summarize and relay information to the Executive Director. Prepare briefing notes, reports, and presentations as requested. Provide Executive Director's schedule and all supporting documentation one week in advance.
- Manage the Executive Director's email inbox to ensure all important communications are flagged and receive a response. Refer correspondence and calls to other appropriate individuals, if matters can be responded elsewhere. Disseminate information to senior leadership and maintain a system to ensure action is taken by senior leadership.
- Organize and keep track of all projects and files handled by the Executive Director. Create and maintain databases and tracking systems. Anticipate Executive Director needs and create solutions. Maintain a 'bring forward' system for the Executive Director.
- Prepare for meetings with the Board of Directors, senior leadership and management teams (i.e., schedule, prepare logistics, attend, minute and distribute materials for scheduled meetings).
- Provide support for all aspects of the Board of Directors and board committee meetings, including liaising with directors, handling meeting logistics, preparing and compiling presentation materials, maintaining the board portal, maintaining governance policies and reports (e.g. strategic plans).
- Completes other related duties as assigned.
- Adheres to all policies and procedures.
Skills, Knowledge and Abilities
- Effective verbal and interpersonal communication skills - must be able to build strong relationships and communicate respectfully and confidently with members of the Board of Directors, senior leadership team, employees, administrators, and other stakeholders.
- Demonstrated ability to produce high quality work with an exceptional attention to detail and accuracy.
- Excellent written communication, with a demonstrated exceptional comprehension of English grammar and usage.
- Strong proficiency in Microsoft Office.
- Ability to maintain a calm demeanour in busy times.
- Ability to multi-task, problem solve, and manage multiple priorities simultaneously.
- Ability to work independently, as well as in a team environment.
- Demonstrated ability to handle confidential and sensitive information with a high degree of discretion.
- Exceptional customer service skills, and the ability to exercise judgement and recognize the scope of authority.
- Willingness to take on other tasks as needed.
Qualifications, Education and Experience
- University degree in business administration or public administration, or completion of an accredited legal administrative assistant or paralegal program.
- Minimum 2 years' relevant experience in a senior administrative role; experience in a legal environment is preferred.
- Satisfactory Criminal Record Clearance.
- A valid B.C. Driver's License (Class 5 or Class 7), and a suitable driver's abstract.
- Use of Personal Vehicle. The position requires regular local travel throughout the Lower Mainland and the Fraser Valley.
- Usual hours of work are Monday to Friday, 8:30am to 4:30pm with a 30-minute unpaid lunch break. Some evening and weekend work is required (monthly board meetings and annual retreats).
- Documentation that the applicant is legally approved to work in Canada.
Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.