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Executive Assistant, President

3 months ago

Burnaby, Canada BC Nurses' Union Full time

The BC Nurses’ Union (BCNU) is a strong, dynamic voice for nurses and nursing in British Columbia, representing more than 48,000 members. BCNU provides collective agreement negotiation and support to its members, as well as professional and advocacy services in the field of research, clinical practice, leadership and education. As the voice of the nursing profession in the province, we advocate for nurses and patients to ensure safe, quality, public health care for all.
**POSITION TITLE**: Executive Assistant, President
**REPORTING TO**: Sr. Executive Liaison
**STARTING**: October/November 2024
SUMMARY
This is a high-paced, high-level position within the Office of the President at the B.C. Nurses’ Union. The incumbent is responsible for all administrative requirements of the President. This position serves as the “gateway” and “gatekeeper” for direct access to the President’s time and office. The Executive Assistant is required to exercise good judgment and work under pressure to handle a variety of activities and confidential matters with discretion. The position may require irregular and/or long hours prior to and during meetings and events. It is imperative that the person in this position is able to cope with unpredictability and ambiguity as new initiatives, campaigns and directions are a reality of this office. While administering this role, confidentiality is integral to the relationship and successful support.
KEY RESPONSIBILITIES
- Performs a variety of administrative tasks for the President including managing an active calendar of appointments; arranging detailed travel plans and agendas; producing and compiling a variety of documents (Word, Excel, PowerPoint); composing letters or correspondence to outside agencies or contacts; and other tasks that facilitate the President’s ability to effectively lead the organization.
- Plans, coordinates, and ensures the President’s schedule is followed and respected.
- Works closely and effectively with the President, Executive Assistant to Council and Committees, and Executive Liaisons to Council, CEO to keep them well informed of upcoming commitments and responsibilities.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Takes and transcribes minutes and/or flipcharts, documents information and timelines, saves and distributes accordingly, and follows up on action items arising out of meetings.
- Drafts and edits reports, presentations, and other materials as needed.
- Attends functions as required by the President.
- Records and files reference materials. Organizes and maintains file systems for the office of the President.
- Maintains strict confidentiality with materials, and exercises professionalism and discretion when interfacing with internal and external parties.
- Deals efficiently and courteously with Council, senior leadership, staff, members, and external contacts.
- Builds and maintains cross-departmental relationships to support collaborative teamwork.
- Provides back-up for other Executive Assistants.
- Performs other related duties as assigned.

CANDIDATE QUALIFICATIONS
1. Three to five years of experience directly providing administrative support to senior level executives, preferably in a unionized environment or non-profit organization.
2. Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
3. Demonstrates professionalism, tact, diplomacy, and discretion in dealing with sensitive and/or confidential issues.
4. Excellent interpersonal skills with demonstrated ability to establish and maintain effective working relationships at all levels of the organization.
5. An adaptable and highly resourceful team player, with the ability to also be effective independently.
6. Strong written and verbal communication skills.
7. Ability to manage a high volume of correspondence and to research, summarize, format and index information.
8. Proficiency in minute taking, including responsibility for following up on action items.
9. Approaches work with a positive, proactive, solutions-focused outlook.
10. Advanced technical skills, including MS Office programs and other office productivity tools, with an aptitude to learn new software programs and systems. Experience with Asana is an asset.
11. Ability to travel throughout the province as required.
REQUIRED COMPETENCIES
- Dealing with Ambiguity
- Approachability
- Composure
- Political Savvy
- Organizing
- Time Management
- Member Focus
- Written Communication

PREFERRED COMPETENCIES
- Functional/Technical Skills
- Action Oriented
- Interpersonal Savvy
- Learning on the Fly
- Listening
- Patience
- Peer Relationships
- Perseverance
- Planning
- Priority Setting
- Problem Solving
- Technical Learning
- Understanding Others
- Tea