Executive Administrative Assistant Needed Immediately

We’re passionate about making progress on climate action and committed to making positive difference in communities. Keen to join a caring, capable, and committed team doing great work on the path to net zero?
To do so on the Indeed platform, please combine your resume and cover letter files and upload them as a combined file in the section where the platform requests that you upload your resume).
About the Metro Vancouver Zero Emissions Innovation Centre
7 million federal endowment in 2021, the Zero Emission Innovation Centre (ZEIC); is a purpose-built charitable organization dedicated to market transformation and enabling zero carbon communities and economies across the region and province. ZEIC is part of the Low Carbon Cities Canada (LC3) Network established by the Government of Canada and the Federation of Canadian Municipalities.
ZEIC’s vision is that, together, we enable a new era of climate action and innovation for an inclusive, prosperous, and healthy zero carbon future in our region by 2050. We advance urban climate solutions in the green building, transportation, and renewable energy sectors through: 2) impact investment; and 4) education, training, and capacity-building.
Working with governments, Indigenous partners, industry, and others, we support ambitious climate policy, address barriers, and catalyze, accelerate, and scale innovation to strengthen equitable and resilient communities for current and future generations. Invest in capacity building and readiness to scale climate actions.
ZEIC’s strategic directions align with provincial, regional, and local climate action plans. Equity, long-term affordability, community health and well-being, environmental protection, and economic development are integral to how we develop and deliver our climate action initiatives.
The Executive Assistant will: 1) provide confidential administrative support to the Executive Director; 2) provide general administrative support for Directors in the Senior Leadership Team and the ZEIC team; and 3) work closely with the Director of Finance & Operations to support financial administration and processes.
The position coordinates sensitive and confidential information and documentation flowing to and from the office of the Executive Director, the Board of Directors and Director of Finance & Operations, as needed, ensuring accurate and timely delivery of administrative services, and keeps the Executive Director and other Directors apprised of issues and activities. The position manages the Executive Director’s schedule and provides scheduling support for Directors and the Board of Directors, coordinates ZEIC’s internal and external meetings, correspondence and information/document management and provides administrative support for other strategic initiatives, as needed.
The position will contribute administrative and organizational process expertise and a spirit of innovation, creativity, teamwork, and collaboration to a team of highly motivated professionals.
The position reports to the Executive Director and will engage closely with ZEIC’s Senior Leadership Team including the Director of Finance & Operations, Director of Business Strategy & Impact Investing, Director of Grants, Programs & Engagement, Director of Building Decarbonization, and other ZEIC staff, as needed. The position interacts with senior leaders, the Board of Directors, external partners, and administrative support staff across various external organizations to coordinate on scheduling, convey and exchange information and promote positive and respectful relationships. The position includes supervisory responsibilities for administrative staff associated with program delivery, as required.
Provides administrative support to the Executive Director and ZEIC Senior Leadership Team by preparing a variety of sensitive and confidential correspondence, memos, presentation materials, spreadsheets, reports from internal and external sources;
· Manages data and reporting needs related to ZEIC’s project management, customer relationship management software and other tools;
· Supports HR administration, new employee onboarding, and other administrative tasks as required;
· Provides financial administration support to the Executive Director, Director of Finance & Operations and Director of Business Planning & Impact Investing, including invoice, financial data and document management, filing and processing, book-keeping and expense report preparation, payroll tracking and processing support, spreadsheet preparation and other duties as required;
· Negotiates and manages administrative services and suppliers, materials, equipment and technology; takes remedial action to address any issues with administrative services and products;
· Receives scheduling requests for the Executive Director from various senior staff and external partners, schedules meetings, and resolves scheduling conflicts;
· Provides scheduling support for the Senior Leadership Team, the Board of Directors and for strategic program initiatives involving external and internal participants;
· Coordinates travel arrangements, functions, events, and senior leadership meetings;
· Assists with overall program meetings and event planning, including invitation and attendance management and communications, meeting room layout, and catering; attends meetings and functions to record key content, action items; provides administrative support to other projects, programs, and related staff members as required.
· Works independently and pro-actively to ensure strong and effective administrative systems are established and administrative needs are met;
· Supervises other administrative support staff in the organization, as needed.
Graduation from a recognized post-secondary institution, administrative professional diploma or specialized training program or relevant combination of education and experience;
· Five to seven (5-7) years of experience supporting senior executive(s) or an equivalent combination of education, training, and experience;
· Must have advanced skills and practice related to word processing, spreadsheets and presentations using applications such as MS Word, Excel, Powerpoint, and Outlook;
· Experience and skill with cloud-based collaborative IT applications such as MS Teams, SharePoint, Zoom and OneDrive;
· Experience with enterprise software tools for work planning and project management (e.g., Birdview PSA), for Customer Relationship Management (e.g., Salesforce), and for payroll processing (e.g., Payworks) is an asset;
· Experience supervising others providing administrative duties.
Liaises in a professional and courteous manner with senior leaders, directors, staff, and external partners to gather and disseminate information;
· Communicates in a compelling, clear, and understandable manner (both verbally and in writing) and uses strong persuasion abilities to represent the needs of the ED and the organization;
· Applies excellent project planning and time management skills to prioritize and complete assignments in a manner that optimizes organizational effectiveness;
· Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information; We care about and have policies to support equity, diversity and inclusion and a respectful workplace. We have a hybrid workplace and can accommodate in-person and work-from-home. Flexible and part-time arrangement will be considered.
Job Type: Full-time
Dental care
Monday to Friday