Executive Assistant

Job Summary

The Executive Assistant/Coordinator is responsible for administering the activities of the Chief Executive Officer (CEO) and Chief Operating Officer (COO) of Phoenix Society. The position also ensures the smooth operation of the Society, including the work of the other Phoenix Directors, as well as managing governance requirements, records, and filings. 

 Organizational Status

The Phoenix Society is an accredited and licensed multi-service agency located in the Lower Mainland of British Columbia and dedicated to providing accessible services and opportunities to people who face barriers related to addiction, mental health, housing, education, criminal justice involvement and/or employment. 

Work Performed

Administration

• Provide senior-level administrative support to the CEO and COO, including handling matters of a highly sensitive and confidential nature
• Oversee the day-to-day management of the CEO’s calendar and activities to ensure high-value time utilization as per external and internal requirements
• Act as the receptionist for Phoenix’s Administrative Office by answering and managing incoming calls; greeting visitors; and dealing with situations in a professional and tactful manner.
• Provide support to the daily operations of the Administrative office including ordering required equipment and supplies and ensuring appropriate set up for meetings.
• Prepare and produce a variety of materials such as letters, reports, presentations, agendas and meeting minutes. Proofread and edit letters, reports, and correspondence, and maintain files
• Manages all operational, logistical, and communication details for meetings involving the CEO and COO
•  Arrange timely preparation of itineraries, background materials, and research reports
• Work closely with the CEO and COO to ensure they are prepared for meetings, commitments, and presentations
• Conduct research, collect, and analyze data to prepare reports and documents
• Take minutes for all senior management team meetings and key organizational meetings including director lead working groups.
• Liaise with internal staff at all levels
• Manage travel and expenses for the CEO and COO.
• Design and maintain file management systems
• Work on projects contributing to the effective operations of the Society as requested
• Perform other duties as required

Board Relations

• Coordinate logistics for all Board and Committee meetings, including compiling and distributing agendas and all supporting materials; securing meeting locations; ensuring correct equipment is in place; and arranging refreshments
• Take minutes for all Board meetings, ensuring proper record-keeping of Board deliberations, decisions and expenses
• Ensure timely distribution of board packages, meeting minutes and other board materials as required.
• Maintain all Board records, policies and procedures
• Assist with Annual Report and government filings

 Qualifications

• Post-secondary diploma  in business, administration, project management, etc.
• 3 to 5 years of experience in executive and governance administration
• Satisfactory completion of a criminal records check with vulnerable sector screening is required
• Satisfactory completion of Tuberculosis Screening form is required
• Satisfactory completion of Employee Immunization Record form is required
• First aid certification with CPR is required

Skills & Knowledge

• High level of integrity and dependability with a strong sense of urgency and results-orientation
• Strong skills in Windows, Microsoft Word, Excel, and database management systems
• Strong problem solving, analytical, and creative skills with the ability to exercise sound judgement and make decisions based on accurate and timely analyses
• Strong interpersonal skills and ability to communicate effectively in writing and verbally in English
• Ability to work with senior executives including Board members
• Ability to prioritize, meet deadlines, and manage multiple projects
• Demonstrated commitment to the social sector with a passion for the organization’s mission is essential

Competencies

Approach to Work

• Demonstrates initiative, flexibility, adaptability, and resourcefulness
• Demonstrates ability to work with confidential and sensitive information.
• Actively seeks and incorporates feedback to inform continuous self-improvement
• Sets goals, creates and implements action plans, monitors progress, and evaluates results
• Adeptly manages competing tasks and uses time efficiently and effectively

Job Knowledge & Quality of Work

• High-degree of relevant and current job knowledge and skill
• Consistently produces accurate, thorough, high-quality work in a timely manner
• Builds and promotes a culture of health and safety in the workplace
•  Implements and enforces best practices in health and safety within the workplace

Judgement & Decision-Making

×        Models independent thinking and creativity

×        Demonstrates effective problem-solving skills

×        Makes clear, consistent, transparent and timely decisions after contemplating various available courses of action

×        Exercises sound judgment in the best interests of the organization

Communication & Interpersonal Skills

• Expresses themselves clearly and professionally both verbally and in writing
• Displays high emotional intelligence; uses tact and diplomacy in dealing with sensitive, complex and confidential situations
• Has a manner, style and presence that makes a positive impression
• Listens to and considers others’ views

 Personal Leadership

• Models the organization’s core values of respect for diversity equity and inclusion. and strength-based practices
• Fosters enthusiasm, energy, and commitment 
• Takes responsibility for personal actions, performance, and well being of self 
• Is reliable and accountable;

Teamwork & Collaboration

•  Effectively works with their colleagues to ensure organizational success
• Champions positive working relationships with staff and external stakeholders
• Supports an environment of openness, and champions teamwork and communication across programs
• Leverages the expertise and experience of others for organizational success