Executive Assistant

5 months ago

Squamish, Canada Squamish Helping Hands Society Full time

**Be part of our inspiring mission-driven team at Squamish Helping Hands Society—we are a registered charity operating in the Sea to Sky region, based on Squamish; We believe in being part of a community where everyone matters, and where housing and access to food are human rights.**

**Our ever-growing team is looking for our next awesome Executive Assistant / People & Inclusion Coordinator.**

In this dynamic role, no two days are the same. What do our staff love about their work? The ability to be inspired daily, create meaningful relationships, and problem-solve in a vibrant environment. Each and every day, staff are able to experience the tangible impact of their work on the lives of the people they serve, and in the community.

SHHS also offers—
- Extended health and dental benefits for all staff working 20+ hours/week—to support your wellbeing
- Regular full-time and part-time employees start at 15 days annual vacation (pro-rated for P/T)
- Casual employees receive 10.2% pay in lieu of vacations and holidays
- Diverse shift options—allowing you to enjoy all that your town of Squamish has to offer, and play in the mountains more
- Casual and fun (yet professional) work environment—no power suits here
- Awesome location downtown Squamish—walk to the ocean, shop, or grab a latte on your way to work
- Delicious meals provided to staff while on shift—a yummy and healthy menu that changes daily
- Opportunities for training and career advancement

Work with our passionate team of staff and volunteers in delivering participant-centered services to build hope, independence, and community.

**Overview**:
This is an administrative role supporting the senior leadership team (Executive Director, Director of Finance, and Director of Operations) in managing aspects of the people & inclusion operations, and acts as their right hand. This role coordinates and carries out administrative tasks to ensures the day-to-day people & inclusion functions are running smoothly, as well as provides direct support to the senior leadership team on administrative items to enable them to focus on high level priorities. As a main contact point, this role will triage inquiries and liaise with leaders, employees, and external consultants to ensure the right information gets to the right people.

This position will support the executive team, and as such will have access to confidential information, and therefore the utmost discretion and professionalism is required. In addition to a passion for our mission, vision, and values, this role requires exceptional customer service, discernment, business acumen, and advanced skills in Microsoft Office.

**Snapshot of duties**:

- Track and oversee people aspects of the society, such as file management, onboarding, recruitment support, compliance tracking, filing systems development and management.
- Supporting the executive team with minute taking (includes board meetings and labour management meetings, amongst others), report and presentation drafting on behalf of the executives, drafting internal correspondence and policies under the direction of the executive team.

**Knowledge, skills and abilities**
- Considerable knowledge of office administration standards and best practices, as well as current office tools, software, and processes
- Advanced knowledge of MS office (Word, Excel, PowerPoint, Outlook, Teams, etc.)
- General knowledge of a not-for-profit business structure and the key stakeholders and considerations impacting decision making and judgement, such as board governance, a unionized workplace, funding considerations, and leadership accountabilities.
- Excellent interpersonal skills, with the ability to maintain positive relationships with leadership, staff, colleagues, board members, consultants, as well as other internal and external stakeholders.
- Strong written and verbal communication skills and business acumen, able to draft professional correspondence and communicate with professionalism
- Strong organizational skills, with the ability to prioritize tasks efficiently and meet deadlines.
- Ability to work autonomously and take initiative, demonstrating discernment on when to ask for direction, and when to move forward independently.
- Ability to maintain confidentiality, and handle sensitive material with utmost discretion and sound judgement
- Ability to demonstrate SHHS values

**Qualifications**:

- 2+ years office administration experience, including in a role involving maintaining confidential information, and supporting senior leadership directly
- Advanced knowledge of MS Office (Word, Excel, PowerPoint, Outlook, Teams)
- Knowledge of other graphic and video software and tools (Canva, Capcut, etc.) an asset
- Experience in a not-for-profit organization an asset
- _Or an equivalent combination of skills and experience_
- Squamish Helping Hands is an equal opportunity employer, committed to recruiting an inclusive workforce that reflects the community w

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