Executive Assistant

7 months ago

Vancouver, Canada Ocean Wise Full time

**_Taking action for the ocean today, so we can all flourish._**

**ROLE OVERVIEW**

This critical position provides senior level support to the President and CEO, Board of Directors and members of the Executive team. Responsible for assisting executives with scheduling, organization and administrative tasks, project and event planning, proactive organization and co-ordination of Senior Leadership and key Stakeholder initiatives and activities. Works closely with the Executive Assistant to Vice Presidents regarding liaison and co-ordination with Executives, the President and CEO and Board of Directors.**KEY ACCOUNTABILITIES**

**Promotes internal and external communication with senior administration and Board of Directors by**:

- Handling transmission of confidential and sensitive information. Directly assisting the President in all aspects of maintaining relationships and communications with staff, volunteers, and the Board of Directors, donors, corporate partners and government agencies/officials;
- Facilitating and coordinating institutional and/or executive level contact with a variety of government bodies, corporate partners and donors by liaising directly, scheduling meetings and taking action to ensure working relationships are maintained.

**Organizes meetings and events by**:

- Preparing agendas, records, and transcribing minutes, gathering, collating, and disseminating information to/from the President, Senior Management, Board of Directors and Board of Committee members;
- Completes assigned special projects such as coordinating and overseeing the Annual General Meeting:

- Project work that includes gathering information, attending meetings, recommending actions, developing proposals, preparing written reports and special events in progress and ensuring successful outcomes;
- Preserving, organizing, and managing Ocean Wise records and information by maintaining security and confidentiality of records;
- Preparing documents for the President and CEO as required.

**Other Duties**:

- Handling all travel arrangements for the Senior Leadership team, negotiating consolidator rates and ensuring accounting processes and procedures are followed;
- Coordinating and preparing the Executive Office Administration budget; monitoring expenses.

**QUALIFICATIONS**

**Education and Experience**

**Skills**
- Five years related experience at a Senior Administrative level;
- Must have experience with Board administrative procedures including preparing for and coordinating Board meetings, distribution of Board materials etc.;
- Excellent IT skills with exceptional experience using Microsoft office suite: Word, Excel, Powerpoint, Visio, Project, Publishing etc.;
- Strong written and verbal communication and presentation skills;
- Proactively anticipates and troubleshoots challenges with optimism;
- Strong attention to detail and ability to seamlessly pivot to emerging business needs;
- Excellent interpersonal, relationship building and networking skills;
- Ability to exercise initiative and good judgment;
- Experience of project management and superior organizational skills.

**Working Conditions**:

- Job requires constant alertness to all details of the President’s itinerary;
- Normal office working environment with usual conditions - hybrid working with requirement to be onsite in Vancouver office three times per week;
- Some overtime and attendance at evening events and meetings may be required.

**Salary**: $75,000 +
- Inclusion and Diversity: Ocean Wise is an Equal Employment Opportunity Employer. We are a company where diverse backgrounds, experiences and viewpoints are valued. Ocean Wise does not make hiring or employment decisions on the basis of race, color, religion, gender, gender identity, sex, sexual orientation, disability, veteran status, age, ethnic or national origin._

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