Executive Administrative Assistant

2 weeks ago

New Westminster, Canada Spirit of the Children Society Full time

Spirit of the Children Society is a Non-Profit Society which provides an array of specialized programs and services to vulnerable Indigenous populations. We serve children, youth, and adults to help them thrive within their community.

**Executive Administrative Assistant**

Under the general direction of the Executive Director, the Executive Administrative Assistant’s role is to support executive management and the senior leadership team. This position will provide a variety of dynamic and interesting tasks, which requires a proactive problem solver with exceptional communication skills and meticulous attention for detail. The role will assist, maintain, and refine internal processes that support the executive team (executive director, finance director, and office manager) as well as manage executive communications. There is an HR component, and coordinating expenses to this position, therefore some knowledge of basic HR and bookkeeping is required. This role will plan work to ensure senior staff and executive priorities are met, organizational goals are achieved, and best practices are upheld.

**Responsibilities**

position duties include, but are not limited to:

- Manage executive travel arrangements, accommodations, and transportation.
- Coordinate scheduling and calendar management and information flow of senior executives.
- Provide administrative office support such as document creation, signing, spreadsheet creation, and minute taking.
- Organize manager events.
- Manage confidential information related to SOTCS employees.
- Assist the Office Manager with Health and Safety, such as arranging first aid and safety meetings.
- Renew vehicle insurance.
- Perform HR orientations for new staff by collecting start up information and introduction of office and admin procedures.
- Collect and coordinate certain staff information for HR/Finance department as requested.
- Various document creation including contracts with service providers (daycares) which will require word, excel, and basic bookkeeping knowledge.
- Arranging vendors for set up of new offices, such as painting, repairs, carpet cleaning.
- Arranging monthly and annual meetings for the Board of Directors, creating packages for new board members, and updating a shared database.
- Manage shared folders for Administration.

**Qualifications**
- Experience overseeing budgets and expenses.
- Bookkeeping/Accounting experience is an asset.
- Diploma or Degree in a related administrative field.
- Non-Profit experience is an asset.
- Ability to communicate effectively with different contacts, such as managers, finance, funders, and executives.
- Advanced computer skills, especially Excel, Microsoft Word, and Outlook.

**Vulnerable sector Criminal records check is required.**

**Skills and Attributes**
- Team oriented and strong communicator and advocate.
- Flexible team player
- An understanding and knowledge of Aboriginal culture, traditions and socio-economic issues affecting urban Aboriginal families is an asset.
- Organized, with excellent time management skills, attention to detail, and ability to manage concurrent projects.
- Ability to maintain a positive, professional, non-judgmental, and confidential attitude.

**ADDITIONAL INFORMATION**:
Pay: $50,000.00-$52,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

**Education**:

- AEC / DEP or Skilled Trade Certificate (required)

**Experience**:

- Executive Administrative: 3 years (required)

Work Location: In person

Application deadline: 2024-05-20
Expected start date: 2024-05-20

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