PLEA Community Services is currently seeking an Excluded Full-Time Executive Assistant to our Chief Executive Officer. The proposed start date for this position is as soon as possible.
Reporting directly to the CEO, the Executive Assistant provides professional, executive support. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the CEO (‘the Office’). The Executive Assistant is responsible for organizing the schedule of the CEO and ensuring that the CEO is prepared with the information necessary to fulfill the responsibilities and functions of the Office.
Key Duties and Responsibilities:
- Provides day-to-day administrative support to the CEO.
- Maintains 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. Organizes and schedules meetings with employees and external stakeholders. Attends meetings with the CEO to record meeting outcomes and follow-up actions.
- Reviews, researches, summarizes and relays information to the CEO. Prepares briefing notes, reports and presentations as requested. Provides the Office’s schedule in advance and ensures the CEO is prepared with all supporting documentation for each event.
- Manages the CEO’s email inbox to ensure all important communications are flagged and receive a response. Refers correspondence and calls to other individuals, where appropriate. Disseminates information to senior leadership and maintains a system to ensure action is taken.
- Organizes and keeps track of all projects and files handled by the Office. Creates and maintains databases and tracking systems. Anticipates the CEO’s needs and creates solutions. Maintains a “bring forward” system for the CEO.
- Prepares for meetings with the Board of Directors, senior leadership and management teams (i.e., schedules, prepares logistics, attends, minutes and distributes materials for scheduled meetings).
- Provides 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).
- Protects and upholds confidentiality.
- Performs other related duties as required.
Skills and Abilities:
- 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.
- Demonstrated ability to produce high quality work with exceptional attention to detail and accuracy.
- Excellent written communication, including the ability to prepare comprehensive reports and respond professionally to inquiries.
- Demonstrated ability to problem solve and manage multiple priorities simultaneously.
- Demonstrated ability to work independently, as well as in a team environment.
- Demonstrated ability to handle confidential and sensitive information with a high degree of discretion.
- Exceptional customer service skills.
- Demonstrated ability to work independently, take initiative, make sound decisions, and be accountable for results.
- 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.
Education and Knowledge:
- Bachelor’s degree in a related field or completion of an accredited legal administrative assistant or paralegal program.
- Knowledge of Microsoft Office suite, database systems and web-based conferencing tools.
Training and experience:
- Two (2) or more years of experience in a senior administrative role.
- Satisfactory Criminal Record Clearance.
- A valid B.C. Driver's License (Class 5 or Class 7), and a suitable driver's abstract.
- Use of Personal Vehicle. The position requires travel in the Lower Mainland and the Fraser Valley.
- 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.
- Documentation that the applicant is legally approved to work in Canada.
- Our funding contracts require that successful applicants are fully vaccinated against COVID-19 prior to their start date.
Please submit a resume and cover letter referencing the competition number 2023048EA1. This position is excluded from the BCGEU membership.
Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.