Job Posting 78207

Executive Assistant
PLEA Community Services Society of BC
Vancouver & Lower Mainland, Fraser Valley
Port Coquitlam
closes in 25 days (Fri, 24 Dec)
full time  •  $$56000.00 - $67000.00 per year

PLEA Community Services is currently seeking an Excluded Full-Time Executive Assistant. The proposed start date for this position is December 6, 2021. This position is excluded from the BCGEU membership.

Reporting directly to the Executive Director, the Executive Assistant provides professional, executive support. Serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the Executive Director (‘the Office’). Responsible for organizing the schedule of the Executive Director and ensuring that the Executive Director is prepared with the information necessary to fulfill the responsibilities and functions of the Office.

Please submit a resume and cover letter referencing the competition number 2021122EA1. Closing date for Internal Applications: Wednesday, December 1, at 4:30 PM. If the position is not filled internally, it will remain open until filled.

Key Duties and Responsibilities

  1. Provide day-to-day administrative support to the Executive Director.
  2. Maintain a coordinated and up-to-date calendar for the Office by determining the urgency and nature of requests, making necessary arrangements, and resolving time conflicts. Organize and schedule meetings with employees and external stakeholders. Attend meetings with the Executive Director to record meeting outcomes and follow-up actions.
  3. Review, research, summarize and relay information to the Executive Director. Prepare briefing notes, reports and presentations as requested. Provide the Office’s schedule in advance and ensure the Executive Director is prepared with all supporting documentation for each event.
  4. Manage the Executive Director’s email inbox to ensure all important communications are flagged and receive a response. Refer correspondence and calls to other individuals, where appropriate. Disseminate information to senior leadership and maintain a system to ensure action is taken.
  5. Organize and keep track of all projects and files handled by the Office. Create and maintain databases and tracking systems. Anticipate the Executive Director’s needs and create solutions. Maintain a “bring forward” system for the Executive Director.
  6. Prepare for meetings with the Board of Directors, senior leadership and management teams (i.e., schedule, prepare logistics, attend, minute and distribute materials for scheduled meetings).
  7. Provide support for all aspects of the Board of Directors and board committee meetings, including liaising with directors, handling meeting logistics, preparing and compiling presentation materials, maintaining the board portal, maintaining policies and reports (e.g. strategic plans).
  8. Protects and upholds confidentiality.
  9. Performs other related duties as required.

Skills and Abilities

  1. Excellent verbal and interpersonal communication skills, including the ability to build strong relationships and communicate respectfully and confidently with members of the Board of Directors, senior leaders, employees, and other stakeholders.
  2. Demonstrated ability to produce high quality work with an exceptional attention to detail and accuracy.
  3. Excellent written communication, including the ability to prepare comprehensive reports and respond professionally to inquiries.
  4. Demonstrated ability to problem solve and manage multiple priorities simultaneously.
  5. Demonstrated ability to work independently, as well as in a team environment.
  6. Demonstrated ability to handle confidential and sensitive information with a high degree of discretion.
  7. Exceptional customer service skills.
  8. Demonstrated ability to work independently, take initiative, make sound decisions, and be accountable for results.
  9. Demonstrated ability to be sensitive and understanding of individuals’ social realities including issues of race, culture, religion, gender identity/expression, sexual orientation, poverty and lifestyle.

Qualifications

Education and Knowledge

  1. Bachelor’s degree in a related field or completion of an accredited legal administrative assistant or paralegal program.
  2. Knowledge of Microsoft Office suite, database systems and web-based conferencing tools.

Training and experience

  1. Two (2) or more years of experience in a senior administrative role.

Requirements

  1. Satisfactory Criminal Record Clearance.
  2. A valid B.C. Driver's License (Class 5 or Class 7), and a suitable driver's abstract.
  3. Use of Personal Vehicle. The position requires travel in the Lower Mainland and the Fraser Valley.
  4. The usual hours of work in this position are Monday to Friday, from 8:30AM to 4:30PM, based on 37.5 working hours per week. Occasional evenings and weekends to attend events may be required.
  5. Documentation that the applicant is legally approved to work in Canada.

NotePLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.

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