Executive Assistant and Board Secretary

5 months ago

Vancouver, Canada BCSPCA Full time

If you are up for the challenge and would like to be considered for this position, we would like to hear from you. The British Columbia Society for the Prevention of Cruelty to Animals (BC SPCA) is looking to fill the following career opportunity:
**POSITION**: Executive Assistant and Board Secretary
**STATUS**: Permanent; Full-Time
**SHIFT**: 35 hours per week
**LOCATION**: Flexibly Remote - 2 days/week at the Provincial Office in Vancouver, BC
**CLASSIFICATION**: Exempt
**WAGE**: Salaried
**CLOSING DATE**: Open Until Filled

Join an international leader in Animal Welfare The BC SPCA is seeking a dynamic and personable Executive Assistant (EA) to provide senior administrative support to the Board of Directors, Board Committees and the Chief Executive Officer (CEO), including spearheading logistics, preparing and distributing necessary reports/materials and conducting administrative and governance-related record-keeping. This full-time position, reporting directly to the CEO, anticipates needs, proactively suggests and devises solutions and provides information management support as necessary.

**What we do**:
The BC SPCA is 127 years young and growing stronger every year. We are a non-profit charitable organization dedicated to protecting and enhancing the quality of life for domestic, farm and wild animals in British Columbia. With 42 locations throughout BC and a provincial office in Vancouver, the BC SPCA provides a wide range of services and programs for tens of thousands of animals in distress each year.

The BC SPCA is an Imagine Canada accredited charity and has consistently received the highest charitable ratings from Charity Intelligence Canada and MoneySense magazine. Come join our dedicated, professional, and friendly team

We’re passionate about helping animals live safe, healthy and loved lives, and about helping their humans too. We’re the only animal welfare organization in B.C. that has the authority to enforce laws relating to animal cruelty. And, we’re one of North America’s most progressive animal welfare organizations with evidence-based standards of care. We’re knowledge leaders.

The role of Executive Assistant and Board Secretary

As the first point of contact, the EA provides exceptional customer service and professionally represents the CEO to all internal and external stakeholders. The EA also coordinates the flow of information, supports budget development and monitors expenditures, arranges travel and accommodation and provides project support to the CEO.

While every day is different, a day in this role might include:

- Manage the CEO’s appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements.
- Make travel and accommodation arrangements for CEO and Board attendance at meetings and conferences.
- Function as the confidential liaison for the CEO; screens and responds to verbal and written communication to the executive leadership team, other leadership teams, the Board and members of the public.
- Provides support to the CEO in interactions with the Executive Leadership Team, including meeting preparation, document production, recording decisions and follow-up as necessary.
- Liaise with external agencies on behalf of the CEO to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Produce a variety of accurate and well-designed documents including correspondence, memos, meeting agendas and reports utilizing various word processing and spreadsheet software packages, including creation of files, tables and spreadsheets.
- As requested by the CEO, the EA investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations.
- Provide administrative support to the Board of Directors, including preparation and distribution of Board meeting materials; recording minutes of meetings of the Board and its Committees; logístical arrangements and accurate file maintenance of the work of the Board.
- Oversee the scheduling, administration and conduct of the annual general meeting of the Society.
- Serves as primary administrator of the BoardEffect database, ensuring it is up to date and an effective governance resource for the CEO, the Board and the Executive Leadership Team.
- Manages the Complaints log in accordance with Imagine Canada Standards requirements, as well administers adherence to all governance related policy within the Society.
- Supports the CEO in the development and management of the recruitments and election process for Board members

What type of person are you?
- You enjoy working within a dynamic and complex environment that is mission-driven and community oriented.
- You have consistently demonstrated the highest standards of excellence, enjoy challenges and are results-driven.
- Your h

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