Executive Administrator

2 weeks ago

Mission, Canada SARA For Women Full time

Reporting to the Executive Director and Manager, Human Resources, the Executive Administrator & Human Resources assistant builds collaborative relationships and inspires trust as they work closely with the Board of Directors, Board Chair, Committee Chairs, Executive Director, and the Human Resources Manager. The position ensures the smooth and efficient execution of the organization’s administrative activities by acting as the primary point of contact on matters pertaining to the Office of the Executive Director and Human Resources. The Executive Administrator & Human Resources Assistant builds and maintains strong relationships with internal and community partners, including the Board, employees, volunteers, funders and donors, with a commitment to support outcomes that are inclusive and mission driven.

**Organizational Status**

SARA for Women is a feminist, non-profit society providing safe refuge and community-based resources for women in the Fraser Valley. SARA operates transitional, short and long-term housing facilities, as well as, counselling and outreach services. SARA has approximately 100 employees, including 30+ casuals. SARA is a member of CSSEA with both unionized employees, as members of BCGEU, and excluded employees.

**Responsibilities and Duties**

**Board Relations**:

- Coordinate the administrative aspects of the Board’s functions, including scheduling; orientation and training; travel; and meeting administration/recordkeeping/workplans
- Schedule and coordinate meeting logistics, including communications, RSVPs, venue, and catering; prepare and distribute meeting agendas and materials
- Distribute Board meeting minutes; organize and manage the flow of information and secure filing of documentation
- Prepare and send reports to the Board, such as briefing notes or updates from the Executive Director, to support policy development and governance
- Maintain an awareness of issues under discussion and use discretion in receiving and handling incoming calls or correspondence by responding directly or referring to others
- Monitor the status of goals, action items, and projects through to completion and evaluation for the Board, Committees, and Executive Director
- Attend and participate in broader governance functions, including the Annual General Meeting, Board retreats, and strategic planning sessions
- Maintain terms of office records and assist with the recruitment of new Board members
- Perform other related duties as required

**Executive Support**:

- Complete a broad variety of administrative tasks for the Executive Director, including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans; and compiling documents for internal and external meetings
- Manage a variety of special tasks or projects for the Executive Director that facilitate the Executive Director’s ability to effectively lead the organization
- Keep the Executive Director informed of upcoming commitments and responsibilities, following up appropriately
- Prioritize issues that require the Executive Director’s attention and keep the Executive Director updated; recommend courses of action to the Executive Director
- Plan, coordinate and ensure the Executive Director’s schedule (including travel) is followed and respected
- Coordinate the agendas for senior leadership team meetings and all-staff meetings
- Compose, compile, and prepare correspondence and documentation for internal and external meetings and records
- Communicate directly, and on behalf of the Executive Director, with the Board, sponsors, and others as requested
- Coordinate smooth communication between the Executive Director and internal departments. Demonstrate leadership to maintain credibility, trust, and support with the senior leadership team
- Ensure files and information recording systems are maintained to produce current and accurate statistics and reports
- Adhere to all of the organization’s policies and procedures
- Perform other related duties as required

**Human Resources Assistant**:

- Support all internal and external HR-related inquiries or requests.
- Maintain digital and electronic records of employees.
- Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
- Provides clerical support to the Admin department.
- Assist with performance management procedures.
- Schedule meetings, interviews, HR events and maintain agendas.
- Keep up-to-date with the latest HR trends and best practices.

**Qualifications & Skills**
- Post-secondary diploma in a relevant field such as Business, Office Administration, Human Resources, etc.
- 3 to 5 years of recent related experience providing executive assistance, including working with staff and a Board of Directors
- Experience working in the non-profit sector is an asset
- Willingness to work flexibl

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