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Executive Assistant

4 weeks ago

Calgary, Canada Vivo for Healthier Generations Society Full time

**Organization Overview**:
Vivo for Healthier Generations, is a charity with a profound purpose to ignite a mindset to LIVE for healthier generations. Our Collaboratory applies practices in social innovation to co-create and measure new kinds of healthy living solutions and our Centre is an inclusive environment for healthy lifestyles. Together, we create meaningful impact and change with individuals, our community and for the planet.

**Role**:
As Executive Assistant, you will be responsible for providing high-level support and assistance to the CEO and Senior Leadership Team to keep the business moving forward and accomplishment of objectives at a steady pace. You’ll anticipate the needs of the Senior Leadership Team and help them stay focused on their portfolios by taking the initiative to tackle a variety of important administrative elements. You will move quickly with the changing environment and are up to date with the latest business priorities. You will use that knowledge to strategically support the team's projects and will combine your superior organizational, analytical, business judgment and communication skills to support the team in advancing Vivo’s cause.

**Reports to**: Chief Evolution Officer

**Responsibilities**:
Executive Support to the CEO & Senior Leadership Team
- Work across the organization to gather information needed to support and complete tasks for the Senior Leadership Team.
- Keep the CEO and Senior Leadership team informed of significant opportunities and issues that impact the achievement of organization goals.
- Take initiative to improve processes and procedures according to best practice.
- Collect and analyze data, synthesize documents and prepare briefs as directed to inform discussions, decision-making and reporting.
- Coordinate the preparation of Senior Leadership Team Meeting Agendas, compilation and distribution of supporting materials, taking minutes, recording actions and follow up.
- Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate team members.
- Manage confidential information at the Senior Leadership Team level.

Administration
- Document working and planning sessions and track follow up and outcomes.
- Perform administrative tasks including compiling, drafting letters and editing, memos, invoices, reports, updating phone list, and other documents.
- Create, edit, update, and collate spreadsheets, forms, policies, and telephone directory.
- Arrange catering; renting and booking rooms for meetings, learning sessions, operational training and other functions as requested.
- Schedule and attend organizational meetings, including, calendar management, managing meeting agendas, taking notes, recording minutes, and supporting with follow-up on action items as required.

File & Asset Management
- Administer records and retention policies and procedures including managing destruction schedules and off site storage and retention cycle.
- Arrange periodic purges of offices and storage areas to maximize storage space and ensure files are not past retention or hoarding items past their usefulness.
- Organize inventory assessment (i.e.. stationary, IT assets, etc.) and database maintenance.
- Create and maintain the Vivo file naming convention and storage of digital files.

Purchasing & Contract Management
- Working with Finance and Directors to administer RFP process requirements.
- Liaising with legal and other authorities for contract management.
- Inventory management and purchasing of office supplies, stationary and business cards.
- Manage mail and courier services.

Project Administration
- Support and where assigned, lead the work and processes to achieve all project goals within the given constraints, including project documentation from beginning to end and managing the scope, time, and budget.
- Act as a key administrator on special projects and undertake other duties as assigned by the CEO and Director team members.

**Qualifications**:

- Post-Secondary Diploma and/or University Degree or equivalent practical experience.
- 10+ years’ experience in providing polished professional administrative support to executives within a fast-paced team environment.
- High proficiency and knowledge in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, and Outlook.
- Experience in Asana will be considered an asset.
- Exceptional project management skills and demonstrated ability to manage deadlines and prioritize projects.
- Strong written and verbal communication skills.
- Ability to collaborate with a diverse range of people and job functions.
- Superior organizational skills, with careful attention to detail and the ability to handle multiple stakeholders.
- Proven ability to adhere to an expectation of high level of discretion and complete confidentiality regarding all business matters.
- Effective and proactive problem-solving skills.
- Extensive