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Job Number:  45448
Executive Assistant
Job Posted: Wednesday, 13 June 2018
Closing Date: Friday, 29 June 2018
(in 8 days)
Open Door Group
Region: Vancouver & Lower Mainland Type: Full time
Location: Vancouver Salary: 50.000 annually

About Open Door Group:

Open Door Group is a non-profit, social enterprise that operates on the fundamental belief that all British Columbians have the right and ability to succeed.  Established in 1976, Open Door Group delivers a range of programs and services to help individuals prepare for, find and keep employment and/or develop meaningful connections in their communities.  Today, Open Door Group serves thousands of people per year in several communities throughout BC. 

As one of Canada’s Certified Great Places to Work, we pride ourselves on modelling a culture of authenticity and transparency.  Our core values are based on the genuine belief that all individuals have the ability to succeed and are the drivers of their own success, and we aim to support lifelong learning and career success for the people we serve, as well as our employees. 

 

Position Overview:

The Executive Assistant to the Chief Executive Officer (CEO) is a high-level administrative position that works closely with the CEO to help execute the organization’s operational goals. The Executive Assistant to the CEO helps guide the top level of the organization, works on key strategic initiatives, and participates in strategic development.

The position helps lead operational projects and supports the CEO’s work with Open Door Group’s Management Team. An important responsibility is to ensure that operational information is communicated in a timely, accurate and appropriate manner.

 

The Executive Assistant manages the CEO’s daily time, correspondence, and travel to ensure that the CEO is focused on tasks that service key operational priorities for the organization. The position is also responsible for administrative duties related to operations, which may include note-taking, facilitation, research and legal support.

 

Primary Responsibilities:

  • Support the CEO in the administration and operation of service delivery, development projects, and activities that further the mission of Open Door Group, and its strategic goals and objectives, ensuring confidentiality at all times.
  • Support the day-to-day activities of the CEO, including the scheduling and prioritizing of work assignments, preparation for meetings and events, and coordination of travel.
  • Support the CEO’s participation in staff meetings, departmental meetings, Management Team meetings, and Board of Directors meetings; take notes and follow up action items related to such meetings.
  • Develop and maintain appropriate documents and filing systems, ensuring compliance with records retention procedures related to:
  1. Corporate registration documents and contracts database.
  2. Balance conflicting priorities in order to manage workflow, ensuring the completion of essential projects and meeting deadlines.
  • Screen, coordinate and support the flow of information to and from the CEO, ensuring the CEO is apprised of issues and activities relevant to his or her portfolio.
  • Follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive and/or confidential nature.
  • Lead or participate on project teams related to a range of operational matters (example: property acquisition/lease negotiation, facilities management, CARF accreditation, etc.), providing constructive input to facilitate project planning and implementation. Assist in the identification of resources required, costs, benefits, and timelines.
  • Create and edit presentations, documents and reports for the CEO as required.
  • Develop relationships with key operational contacts, both internal and external.
  • Pitch in with office management responsibilities as a true team member.
  • Supports leadership team with special projects and duties as required.

Education, Training, and Experience:

  • Two-year diploma in Business Administration from a recognized College/University.
  • Recent, related experience of three years working in an administrative.
  • Or an equivalent combination of education, training, and experience.

Knowledge and Skills:

  • Demonstrated advanced administration skills and proficiency with Microsoft Excel, Word and PowerPoint / general computer literacy.
  • Experience facilitating meetings and comfort with engaging new stakeholders.
  • Keen attention to detail with the ability to track and manage multiple projects simultaneously.
  • Demonstrated experience managing projects, with the proven ability to act efficiently on last minute projects.
  • Excellent written and oral communication skills, as well as strong organizational and analytical skills.
  • Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders.
  • Must also demonstrate ability to maintain confidential/sensitive information.
  •  Self-starter with demonstrated ability to work both independently and within a team.
  • A proactive and solution-oriented approach, with a genuine belief in Open Door Group’s mission. 
How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Open Door Group values diversity and is committed to providing an inclusive work environment. We are looking for qualified individuals who represent, at all job levels, the diversity of the people we serve and encourage applications from Indigenous peoples, individuals of all genders and sexual orientation, origin and ethnic affiliations, disability, age, and religion.

We strive to ensure an accessible experience for candidates. If you require an alternative method to submit your application, please email us or contact us toll-free at 1 866 377 3670 and ask to speak with an HR representative.

Only short-listed candidates will be contacted.

Thank you for your interest in joining the Open Door Group team!
Contact Details:
Open Door Group
30th East 6th Ave
Vancouver , BC, V5T1J4

Tel: 250 434 9441
E-mail:
www:   opendoorgroup.bamboohr.com/jobs/view.php?id=48


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