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Executive Assistant to President

3 months ago

Vancouver, Canada BC.Net Full time
Job Summary:Reporting to the Chief Executive Officer, the Executive Assistant is responsible for providing information coordination and confidential secretarial support to the President & Chief Executive Officer, as well as general administration and assistance to ensure the smooth running of BCNET’s office.Key Responsibilities & Duties:CEO Support·      Enhance the effectiveness of the CEO office·      Manage calendar appointments; make meeting and travel arrangements, prepare expense reports, etc.·      Coordinate logistics for both internal and external meetings·      Prepare agenda and materials for leadership, management and other meetings·      Representing the CEO office professionally when interacting with external stakeholders while exercising tact and discretion·      Maintain up-to-date contact information for key stakeholdersOffice Management·      Assist in maintaining the professional appearance and operations of the office and in accordance with all applicable health and safety standards·      Coordinate regular and emergency maintenance of all office equipment in a timely manner·      Assist in the development, implementation, and maintenance of Health & Safety policies and procedures·      Conduct monthly safety walks to monitor workplace safety and report any hazards or incidents to the appropriate authorities·      Maintain records related to health & safety, including training records, incident reports, and safety audits·      Support in promoting a culture of safety and wellness within the organization·      Perform office management functions such as ensuring professional treatment and direction of visitors, courier collection and deliveries, and meeting rooms management·      Responsible for the purchase of office supplies within budget and recommending initiatives to improve cost efficiency·      Assist in collection and distribution of incoming mail·      Coordinate with BCIT services as required to ensure the smooth operation of office functionsAdministrative Support·      Assist in maintaining administrative and governance policies and procedures·      Work with Member Engagement and Communications to provide support for the CRM as well as updating distribution lists·      Assist HR Generalist in administrative tasks including recruitment, onboarding, employee engagement initiatives and maintaining personnel information·      Assist in planning, organizing, and executing employee events, including team-building activities, holiday parties, and workshops·      Support Member Engagement & Communications team as needed to run external events including the BCNET Summit and Member Forums·      Gather and analyze feedback to improve future events and enhance employee engagementBoard and Committee Support·      Assist the Governance Coordinator in fulfilling Recording Secretary responsibilities for the Board of Directors and its Committees including:
  • Prepare draft agendas; organize and distribute meeting materials; and prepare draft minutes on an agreed-to schedule
  • Coordinate and schedule regular meetings of the Board of Directors
  • Post meeting materials to the relevant Board and Committee sites according to established deadlines
·      Track and file corporate returnsQualifications & Skills:·      College diploma in relevant field with 3-5 years progressive experience or a university degree with 1-3 years progressive experience in an office environment·      Experience with Microsoft Office Suite·      High level of professionalism and discretion·      Experience in dealing with senior level stakeholders and officials·      Demonstrated commitment to service·      Strong attention to detail and time management including effective multi-tasking and prioritization skills·      Ability to work both independently and as a team member·      Demonstrated ability to plan, manage, and coordinate activities and events·      Excellent verbal and written communications skills·      Ability to work from the BCNET office at least three days per week on a regular basis·      Limited travel within British Columbia/Canada may be requiredBenefits and Perks:·      Hybrid Work model: Enjoy the flexibility to work both remotely and in-office, optimizing your productivity and comfort·      Comprehensive Extended Health Benefits: We've got you covered from head to toe with an extensive range of health benefits, including dental, vision, and a wellness allowance, ensuring you're always in the best shape inside and out.·      Defined Benefits Pension Plan: Secure your future with our robust pension plan, designed to provide you with peace of mind and financial stability.·      Professional Development Allowance: Unlock new talents and sharpen your skills with an annual professional development allowance, offering you the opportunity to embark on exciting journeys in personal and career growth.·      Generous Paid Time Off: Take advantage of our generous paid time off, including vacation days and holidays, to recharge and enjoy a healthy work-life balance.·      Supportive and Inclusive Work Culture: Thrive in our highly supportive and inclusive work culture, enriched with company-sponsored events and team-building activities.·      Convenient Location: Our office is easily accessible by train or bus, ensuring a stress-free and timely commute. Located within walking distance of 15 coffee shops, you'll never be far from your favorite caffeine fix. Whether you prefer a cozy café or a trendy spot, you'll find plenty of options to fuel your day just steps away from the office.About BCNETWho We AreWe are a small dynamic team that loves what we do and thrives on our ability to make a difference for our higher education member community in British Columbia. Our diverse team is passionate, collaborative, responsive and entrepreneurial. We share a desire for learning and working together for the greater good of each other and our members. With a flexible work environment, great benefits and the opportunity to develop your skills, you can put your talent to work and reap the rewards.What We DoWe are a member-centric services organization that continually engages with our community to provide technology and services that enables excellence in teaching, learning and research. We equip our members with opportunities to work together to learn, explore, evaluate and shape the development of technology, services and procurement solutions that serve their collective interests. Why We Do ItOur motivation is to enable members with technology and services to support excellence in teaching, learning and research. We aim to enhance the quality of services, drive down costs, maximize efficiencies, empower digital transformation, share knowledge and human and capital resources so that all can benefit.Equal Employment OpportunityBCNET is committed to equal employment opportunities for all, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, marital status, or any other legally protected status. We welcome applications from everyone and offer reasonable accommodations for individuals with disabilities throughout the hiring process and employment. If you need accommodation during the application process, please reach out to our HR department at HR@bc.net with your specific request. Our team will work with you to ensure you have the support you need to participate fully in our recruitment process. #J-18808-Ljbffr