Executive Assistant

7 months ago

Port Coquitlam, Canada New View Society Full time

**The Organization**: New View Society is a community mental health non-profit based in Port Coquitlam, BC. We pride ourselves on a positive workplace culture and a valued reputation in our community. We are known for our great care towards clients, employees, and community alike, through our core values of: integrity, respect, inclusiveness, caring and trust. We believe in creating an environment for growth and recovery for people challenged by mental illness through:

- Supporting an individual’s choice to live, work, learn and be part of their community.
- Promoting recovery in a friendly, safe and supportive environment for individuals affected by mental illness in the Tri-Cities.
- Being a flexible and caring Society dedicated to mental wellness.
- Providing housing, employment, social and personal growth opportunities.

**Why Should You Apply?**

We offer:

- flexible working hours.
- extended health benefits, EFAP, and matched RRSP.
- pro-rated three weeks’ vacation to start.
- opportunities for professional development (we are committed to staff growth).
- positive workplace culture.

**The Position**: We’re looking for a full-timeExecutive Assistant to join our admin team for 35 hours per week.

The Executive Assistant provides high-level administrative support to the Executive Director in operational areas such as Financial Management, Human Resources, Organization Strategy, Risk Management, Fundraising, Public Relations, and Program Oversight. This role may also train and oversee lower-level administrative staff.

**Responsibilities** (including, but not limited to):

- _**Executive Support**:_ Provides administrative and clerical support to the Executive Director and members of the New View Board of Directors, as required. Produces information and reports by transcribing, formatting, inputting, editing, retrieving, coping and transmitting text, data and graphics. Assists ED by reading, researching, and routing correspondence, drafting letters and documents; collects and analyzes information, including telecommunications; maintains ED’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel; represents ED by attending meetings in ED’s absence, as required; welcomes guests and members by greeting them, in person or on telephone, answering or directing enquiries. Maintains board, employee, and member confidence and protects operations by keeping information confidential.
- _**Board and Financial Reporting**:_ Researches, compiles, prepares and distributes Board and Financial reports in preparation for board and other meetings; assists in preparation and set up for board and other meetings; attends meetings and records, transcribes, distributes minutes; completes basic bookkeeping tasks; assists with preparation and distribution of budgets, financial reports and payroll records, as required.
- _**Special Project/Board Committee Support**:_ Provides administrative support for project teams and/or board committees related to operations and programs at New View; completes assigned projects by allocating work to administrative staff and following up to ensure completion of work in a timely manner; prepares reports by collecting and analyzing information, as required.
- _**HR Support**:_ Supports Human Resources functions such as recruiting, policies, performance management, employee engagement, workplace investigations etc., as required.
- _**Society Record Keeping**:_ Provides historical reference by developing and utilizing filing and retrieval systems. Sets up and maintains paper and electronic files; maintains filing systems and ensures filing is completed within established timeframes; manages databases, files and retrieves corporate records, documents and reports; secures information by completing database backups.
- _**General Administrative Support**:_ Provides general administrative support to New View managers, employees and contractors, as required. Assists ED to ensure office supplies inventory is maintained and office equipment is operating effectively and/or preventative maintenance requirements are completed. Provides direction and assistance to other employees within the administrative department at New View.

**Requirements**:

- Clear job-related criminal record check.
- Proficient with computer software programs e.g. MS Office.
- 3 years’ related experience.
- Prior experience compiling financial and other reporting at the Board level.
- Attention to detail and problem solving skills.
- Skilled in time management and the ability to multi-task and prioritize work.
- Ability to make administrative/procedural decisions and judgments.
- Must have ability to work with co-workers and be team-oriented.
- Must be comfortable working in an environment with individuals with mental illness.

**You**:

- Have outstanding self-awareness and emotional intelligence, and a passion for personal growth
- Have excellent interpersonal and team skills

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