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Job Number:  45363
Executive Assistant
Job Posted: Monday, 11 June 2018
Closing Date: Monday, 2 July 2018
(78 days ago)
Michael Smith Foundation for Health Research
Region: Vancouver & Lower Mainland Type: Full time
Location: Vancouver Salary: (not entered)

The Michael Smith Foundation for Health Research (MSFHR), funded by the province of British Columbia, is BC's health research funding agency. MSFHR helps develop, retain and recruit the talented people whose research improves the health of British Columbians, addresses health system priorities, creates jobs and adds to the knowledge economy.
Since its inception in 2001, MSFHR has been a key participant in BC's health research and life sciences ecosystem. The Foundation works as a trusted partner with government, the health research community and the health system to support better health outcomes through research and its translation into new treatments, cures, practices and solutions. Learn more at www.msfhr.org.

 

Position Summary
The Executive Assistant is a proven achiever and polished professional. They excel at organizing, communicating, and being proactive. They effectively manage stressful situations and are tolerant to ambiguity. The Executive Assistant works well with a variety of people at all levels of management and is highly collaborative. They are a resourceful self-starter that enjoys multi-tasking, and thrives in a fast-paced, dynamic setting.

 

Administrative and Organizational Expert:

  • Provide all forms of administrative support to the executive as required
  • Anticipate the needs of the executive, ensuring they are in the right place, at the right time, for the right reasons
  • Proactively manage calendars, including assessing meeting requests and determining priority
  • Book travel arrangements and monitor them to ensure efficiency and accuracy
  • Brief executives before appointments or meetings with appropriate background information and materials, prepare packages and summaries
  • Create and edit presentation decks and documents
  • Take minutes, distribute agendas/meeting packages; monitor follow-up activities and actions
  • Write, review, edit, proof, and distribute various communications
  • Organize and submit expenses and vacation requests on behalf of the executiveMaintain CVs for the executive
  • Take on ad-hoc projects as required

Engaging and Collaborative Partner:

  • Serve as an ambassador for the Foundation and provide a best in class experience
  • Enhance a strong team culture through a positive attitude and natural tendency to help others
  • Anticipate needs and create solutions; act as an enabler with a can-do attitude
  • Respond professionally, clearly and efficiently to internal and external stakeholders
  • Seek to improve existing processes or create new processes and best practices

Trusted Confidante:

  • Apply good judgment, discretion and diplomacy in all interactions, and when dealing with sensitive or confidential matters
  • Adjust priorities in a fast paced, changing environment with agile efficiency
  • Follow up on deadlines and commitments to or from the executive
  • Ensure the executive are well-briefed on everything they are doing, with foresight into the coming days, weeks, and months
  • Proactively manage the participation of the executive in key external meetings

Adept at Board Management:

  • Liaise with and support the Board of Directors on administrative matters
  • Schedule meeting dates and locations, prepare agendas and other materials, take minutes, arrange travel
  • Support governance activities including bylaw revisions, filings, etc.
  • Be knowledgeable on bylaws; produce, review, and update policies and ensure compliance
  • Act as a resource to the Board as needed

Required Skills & Abilities:

  • Strong work ethic and demonstrates positivity, accountability, flexibility, and adaptiveness
  • Outstanding organizational, prioritization, and multi-tasking skills; obsessive attention to detail
  • Maintains highest levels of professionalism, discretion, and confidentiality
  • Strong judgement and independent decision-making capabilities
  • Resourceful with ability to think critically, problem solve and make recommendations
  • Proactive and productive; takes initiative and measures themselves on results
  • Builds trusting and collaborative relationships with others; diplomatic and tactful
  • Strong interpersonal and customer service skills; works effectively with all seniority levels
  • Excellent written and verbal communications skills
  • Builds organizational knowledge so they can better understand the work being done
  • Can be available outside of normal work hours occasionally to provide support on urgent matters or to meet tight deadlines

Advanced Knowledge of:

  • Outlook: multiple calendar management
  • Word: edit reports according to branding/template standards, create documents from scratch
  • PowerPoint: create animated slide decks/graphs according to brand and template standards
  • Excel: create and work within large and complex spreadsheets
  • And general savvy with systems and software

The above statements describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, project assignments and skill required.

 

How to Apply
If this sounds like you and you would like to play a role in maximizing the impact of health research in BC, please apply online at https://msfhr.bamboohr.co.uk/jobs/view.php?id=18 by July 2, 2018. We thank everyone for their interest but only suitable candidates will be contacted.

 

 

 

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Please apply online at https://msfhr.bamboohr.co.uk/jobs/view.php?id=18
Contact Details:
Human Resources
200-1285 West Broadway
Vancouver, BC V6H 3X8
www:   www.msfhr.org/about/careers.


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