Executive Assistant

7 days ago

Vancouver, British Columbia, Canada Villa Cathay Care Home Full time

Executive Assistant

JOB SUMMARY


The Executive Assistant is responsible for providing confidential administrative support to the Executive Director in all aspects of Villa Cathay Care Home's (VCCH) operations to achieve organizational goals.

This role reports directly to the Executive Director and work closely with the Leadership Team and on a variety of administrative tasks to help ensure excellent service to residents and their families.


KEY RESPONSIBILITIES
-
Administration:_

  • Performs a variety of administrative tasks to support the Executive Director and Leadership team.
  • Manages the flow of information and communication between the Executive Director's office and all departments as required.
  • Ensures the smooth running of the Executive Director's office, proactively responding to issues and either resolving them directly or referring them to appropriate parties to prevent escalation.
  • Maintains the Executive Director's calendar including adding events, rescheduling appointments, and providing daily briefings.
  • Acts as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers.
  • Writes and prepares reports, presentations and correspondence for the Executive Director and senior management. Verifies all information, analysis, and data before distributing.
  • Reviews correspondence / materials drafted for the Executive Director's review and/or signature for correctness and completeness before forwarding to Executive Director for their attention.
  • Maintains organizational paper and electronic information and ensures that records are current, accurate, and well organized.
  • Prepares responses to routine inquiries and redirects correspondence for appropriate handling.
  • Accepts and makes calls on behalf of the Executive Director and receives visitors who have an appointment with the Executive Director.
  • Prepares meeting agendas, materials, and takes minutes when require. Arranges meetings and venues as required.
  • Drafts organizational policies and office procedures for vetting and approval by the Executive Director and management.
  • Attends, volunteers, and participates in VCCH events.
  • Represents VCCH at various events, meetings, conferences, and seminars.
-
Board Support:_

  • Working closely with the Executive Director, manages and coordinates all administrative functions related to the Board of Directors in their role as the voluntary leadership of VCCH.
  • Assists the Executive Director with the management and administration of the Board and Board business.
  • Provides administrative support to the Board Chair and/or Board Committee Chairs on Foundation Board business.
  • Plans and coordinates the schedule of Board and Board Committee meetings including the AGM to coincide with the VCCH's annual workflow and business requirements. Books all meeting venues, prepares and delivers Board/Committee meeting material, and follows up to ascertain participation. Communicates the schedule of meetings to all Board and staff.
  • Submits the Society Act filing and Public Notice of AGM.
  • Compiles and drafts Board/Committee agendas, minutes, motions and various communications and briefings to the Board for the Executive Director.
  • Attends Board, Board Executive Committee, Governance Committee, Nominating Committee and special Board task group meetings; takes and transcribes minutes. Maintains business arising data.
  • Arranges orientation of new directors and appropriate recognition of retiring directors. Reviews, revises and prepares the Board orientation binder.
  • Prepares and maintains confidential records, files and documents which are important for VCCH.
  • Maintains uptodate Board information and confidential address lists.
  • Maintains all Board and Board Committees Terms of Reference.
  • Tracks Board's attendance and participation on Board Committees.
  • Tracks Board membership, terms of office, Board appointments, and reappointments and advises the Executive Director of pending changes.
  • Maintains historical account of meetings, materials, and minutes and records of decisions.
  • Liaises with legal counsel regarding Board matters, annual report, AGM and revisions and registration of the Constitution & Bylaws (as approved by the Board).
-
Family and Resident Relations:_

  • Acts as the point of contact for questions and complaints directed to the Executive Director; directs and escalates issues as appropriate.
  • Collaborates with internal teams and follows up on matters raised to ensure that they are resolved to the satisfaction of families and residents.
  • Creates and nurtures positive relationships with residents and their family members by responding to requests and enquiries on a timely basis.
Completes other duties related to the position as assigned.

QUALIFICATIONS
-
Education, Training and Experience:_

  • Three years experience in a senior administrative role; health care or notforprofit experience is an ass

  • Assistant Superintendent

    7 days ago

    Vancouver, British Columbia, Canada Executive Group Development Full time

    Established in 1984, the Vancouver based Executive Group of Companies is a diversified real estate construction, development and management company known for developing quality projects that stand the test of time in North America. The company has been fulfilling the need for exceptional residential, commercial, industrial and hotel development throughout...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada EightSix Network Inc Full time

    We are seeking a highly organized and proactive Executive Assistant to join our clients team in Surrey, B.C. This pivotal role will primarily involve providing comprehensive administrative support to executives and managing office operations efficiently. Responsibilities:Executive Support:Serve as the primary point of contact for executives, managing...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada EightSix Network Full time

    Job Description Executive Assistant (15-month contract) Location: West Broadway, Vancouver BC, Canada Core hours: Monday to Friday from 8am – 4:30pm PST This position is required to be onsite 5 days a week. Role Summary As the Executive Assistant, you will partner directly with the Senior Executive Assistant to support the Executive Team....

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada EightSix Network Inc Full time

    Core Hours: Monday to Friday from 8am – 4:30pm PSTThis role requires onsite presence from Monday to Friday.Role Summary:Join us as the Executive Assistant, collaborating directly with the Senior Executive Assistant to provide support to the Executive Team. Your role involves ensuring timely completion of key tasks, facilitating company events, and...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada EightSix Network Inc Full time

    We are seeking a highly organized and proactive Executive Assistant to join our clients team in Surrey, B.C. This pivotal role will primarily involve providing comprehensive administrative support to executives and managing office operations efficiently. Responsibilities: Executive Support: Serve as the primary point of contact for executives, managing...

  • Executive Assistant

    2 months ago

    Vancouver, British Columbia, Canada TEEMA Full time

    Job Title: Executive Assistant Job ID: FE Location: Vancouver, BC Overview:Reporting to the Executive Director- Legal, the incumbent is responsible for providing administrative support to the Executive Director, Legal and Procurement business units. What you will be doing:Working with minimal direction and exercising strong initiative, judgment and...

  • Executive Assistant

    3 weeks ago

    Vancouver, British Columbia, Canada TEEMA Full time

    Job Title: Executive Assistant Job ID: FE Location: Vancouver, BC Overview:Reporting to the Executive Director- Legal, the incumbent is responsible for providing administrative support to the Executive Director, Legal and Procurement business units. What you will be doing:Working with minimal direction and exercising strong initiative, judgment and...

  • Executive Assistant

    2 months ago

    Vancouver, British Columbia, Canada Eminence Organic Skin Care Full time

    Executive Assistant (15-month contract)Location: 530 West Broadway, Vancouver BC, Canada Core hours: Monday to Friday from 8am – 4:30pm PSTThis position is required to be onsite 5 days a week.Role SummaryAs the Executive Assistant, you will partner directly with the Senior Executive Assistant to support the Executive Team. You will help to ensure the...

  • Executive Assistant

    3 weeks ago

    Vancouver, British Columbia, Canada Eminence Organic Skin Care Full time

    Executive Assistant (15-month contract)Location: 530 West Broadway, Vancouver BC, Canada Core hours: Monday to Friday from 8am – 4:30pm PSTThis position is required to be onsite 5 days a week.Role SummaryAs the Executive Assistant, you will partner directly with the Senior Executive Assistant to support the Executive Team. You will help to ensure the...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada Louis Brier Home and Hospital Full time

    Executive Assistant - Regular Full TimePURPOSE / SCOPE OF POSITIONThe incumbent serves as the Executive Assistant to the Chief Executive Officer (CEO), as well as supports the activities of the Board of Directors of the Louis Brier Home and Hospital, and the Board of Directors of the Weinberg Residence. This dynamic position requires significant flexibility,...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada The Royal Architectural Institute Of Canada | L'Institut royal d'architecture du Canada Full time $47,500

    The Royal Architectural Institute of Canada (RAIC) is a not-for-profit, national organization dedicated to representing architects and architecture since 1907.The RAIC is committed to showcasing how design enhances quality of life, while advocating for important issues of society through responsible architecture. The RAIC's purpose is to create a better...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada Clio Full time

    Cliois more than just a tech company-we are a global leader that is transforming the legal experience for all bybettering the lives of legal professionalswhileincreasing access to justiceSummary:We are currently seeking an Executive Assistant to work closely with our senior leadership and executive teams here at Clio. This Executive Assistant will work to...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada Chartered Professional Accountants of British Columbia Full time

    Position: Executive AssistantReports To: Executive Vice President, Learning & EngagementContract Type: Indefinite, Full Time_The Chartered Professional Accountants of British Columbia (CPABC)__ is seeking a detail oriented, _- collaborative and results-driven individual for the position of Executive Assistant. We are proud and _- honoured to have been...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada BC Maritime Employers Association Full time

    Company:BC Maritime Employers AssociationIndustry:Executive SupportLevel:Executive AssistantLocation:Vancouver, BCCompensation:Salary + BenefitsOVERVIEWEXECUTIVE ASSISTANTThe Executive Assistant is responsible for the overall management and delivery of executive support for the office of the CEO, Corporate Governance, Finance, HR, LR and Government...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada Corinex Communications Full time

    About Corinex:As a result of global decarbonization, prosumers are enabled to generate and consume electricity from distributed energy resources (DERs: renewable energy, EVs, heat pumps, and batteries), thereby changing the way electricity is generated and distributed. This new form of decentralized electricity generation and consumption causes unpredictable...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada Corinex Full time

    Direct message the job poster from Corinex HR and Change Management Professional/ / İTÜ Lecturer - "ITB Social Minded Engineer" About Corinex: As a result of global decarbonization, prosumers are enabled to generate and consume electricity from distributed energy resources (DERs: renewable energy, EVs, heat pumps, and batteries), thereby changing the...

  • Executive Assistant

    3 weeks ago

    Vancouver, British Columbia, Canada Rove Concepts Full time

    Salary: Rove Concepts is a high-end, online mid-century modern furniture business with a head office located in Vancouver, BC. For over 13+ years, we have built trust with customers through delivering quality products and outstanding service to doorsteps throughout North America. With a strong online presence and a commitment to timeless design, we strive to...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada PHSA Full time

    Executive AssistantDigital InnovationRemote within BCYou are an organized person with strong communication and problem-solving skills. The Executive Assistant role provides confidential senior administrative support to Senior Leadership - Digital Innovation. This is an opportunity for you to bring your high-level admin skills to support healthcare leaders...

  • Executive Assistant, Executive Education

    3 weeks ago

    Vancouver, British Columbia, Canada UBC Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleExecutive Assistant, Executive EducationDepartmentAdministrative Support | Executive Education | UBC Sauder School of BusinessCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateMay 7, 2024Note: Applications will be accepted until 11:59 PM on the...

  • Executive Assistant, Executive Education

    2 months ago

    Vancouver, British Columbia, Canada UBC Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleExecutive Assistant, Executive EducationDepartmentAdministrative Support | Executive Education | UBC Sauder School of BusinessCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateMay 7, 2024Note: Applications will be accepted until 11:59 PM on the...