Job Posting 64813

Executive Coordinator, CEO Office
Phoenix Society
Fraser Valley, Surrey
closes in 16 days (Fri, 9 Oct)
full time

ABOUT US

The Phoenix Society is a not-for-profit society 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.

JOIN US

  • Challenge yourself by joining a rapidly growing organization.
  • Surround yourself with skilled helpers, willing to share their knowledge and expertise with new staff and people in their early careers.
  • Finish each day knowing you have made a difference.
  • Be part of an exceptional company culture with a healthy work/life balance. 

JOB SUMMARY

The Executive Coordinator is responsible for administering the activities of the Office of the Chief Executive Officer (CEO) of the Phoenix Society, ensuring the smooth operation of the Society, work of the Board of Directors, and managing governance requirements, records and filings. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

KEY RESPONSIBILITIES

Executive Support to the CEO:

  • Provides senior level administrative support to the CEO, handling matters of a highly sensitive and confidential nature, scheduling, calendar management, travel and expenses
  • Prepares and produces a variety of material such as letters, reports, presentations, agendas and minutes.  Proof reads and edits letters, reports and correspondence and maintains files
  • Interfaces with donors and stakeholders on behalf of the CEO 
  • Takes action on items requiring follow up and ensures support information is prepared and available for presentation or distribution
  • Takes the lead on projects contributing to the effective operations of the Society, as requested

Board Support and Governance:

  • Co-ordinates all meetings of the Board and its subcommittees, compiles and distributes agendas and all relevant support material with timely delivery to the meeting participants
  • Acts as the Receptionist for the CEO Office. Greets visitors and deals with situations in a tactful and discreet manner.
  • Takes minutes for all meetings of the Board , ensures proper record keeping of Board deliberations, decisions and expenses
  • Ensures logistics for all Board and Committee meetings, including securing meeting locations, ensuring correct equipment is in place and arranging refreshments
  • Maintains all Board records, Board policies and procedures
  • Prepares the Annual Report, government filings and advises appropriate authorities of any changes

General Duties and Assignments

  • Maintain file management systems
  • Takes minutes for all management team meetings
  • File and retrieve documents and reference materials
  • Conduct research, collect and analyze data to prepare reports and documents
  • Monitor, screen, respond to and distribute incoming communications
  • Liaise with internal staff at all levels
  • Co-ordinate project-based work
  • Performs other duties as directed

 QUALIFICATIONS and EXPERIENCE

  • The ideal candidate will have a degree or diploma from a recognized post-secondary institution in business administration, three-five years’ executive administration and support experience, preferably in a charity or non-profit organization, plus governance administration experience and an understanding of appropriate Board governance regulations.  An equivalent combination of education, training and experience will be considered.
  • Superior verbal and written communication skills are required, as are exceptional interpersonal and relationship building skills, including demonstrated ability to work with senior executives and the demonstrated ability to be tactful and diplomatic with sensitivity to a broad cross-section of individuals. 
  • Excellent organizational and analytical skills, the ability to prioritize, meet deadlines, and manage multiple projects. 
  • Embody a passion for our mission, demonstrate the ability to problem solve, present well thought out ideas, pay close attention to detail and deliver exceptional results.

ABOUT YOU:

  • You like being busy. Do you thrive in a work environment where there’s always lots to do to keep you engaged? We want you to leave your work life at work but while you’re here, you’ll have many different tasks that keep the backend of the business running efficiently.

  • You’re adaptable. You’re that person who can shift gears to keep priorities on top, always being aware of what’s up next.

  • You anticipate needs. You are forward-thinking and have a knack for being ready for whatever is next. You take it upon yourself to stay organized and respond proactively by troubleshooting tech issues and sharing ideas that can help the team, for example. You know that being a self-starter will help to keep things running smoothly.

  • You’re personable. You take pride in being customer service oriented in your approach with all stakeholders. Whether interacting with internal staff, external vendors, or other professionals, you treat everyone with respect, positivity and a desire to help. Articulating your thoughts in a professional and pleasant way, you have an innate ability to leave people feeling both understood and comfortable.

  • You enjoy managing multiple projects. Technology doesn’t frighten you because you keep your tech skills current and love leveraging tools (like Monday.com) to their fullest, understanding the implications of technology when implementing initiatives.

Other Requirements

  • Strong skills in Microsoft Office suite (Excel, Word, Outlook)
  • Familiarity with HRIS systems (Payworks)
  • Current First Aid/CPR
  • Criminal Records check for working with vulnerable populations

We look forward to hearing from you.

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