Executive Assistant
Phoenix Society
- Surrey, BC
- Permanent
- Full-time
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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;
- 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