Executive Assistant to CEO

6 months ago

Vancouver, Canada Fraser Academy Full time

**About Fraser Academy**

Based in Kitsilano, Vancouver, BC, Fraser Academy (FA) is an educational leader in Dyslexia. Its services include an independent Gr 1-12 school program, outreach learner programs for the wider community, and teacher training programs elevating the skills of educators across BC, Canada and the world. We serve a gap in the system where approximately 20% of the student population is under-served by mainstream education. The ripple impact of our programming adds great social value. While our student population has skills and strengths which are in demand in the 21st century, it can be vulnerable to mental health challenges, substance abuse, higher drop-out rates, and other risks when not supported.

**Position Type**: Permanent, Full-Time; reporting to the CEO

**Position Summary**: Are you looking for a meaningful role with purpose to help make a game-changing impact in education and society? If so, we want to hear from you In this Executive Assistant role, you provide executive support to the Chief Executive Officer. You also provide essential support to certain other members of the Executive Team and internal working groups.

**Responsibilities**:
**CEO**
- An all-around gatekeeper and partner helping to strategically manage, and support, the CEO’s time with respect to FA priorities, goals, objectives, deadlines.
- Manages the CEO’s calendar including daily reviews, booking meetings, adding events, (re)scheduling appointments; assists with CEO’s basic IT support needs.
- Maintains effective clear desk, hard-copy and e-filing procedures, while keeping all filing up to date for day to day communications, reports etc.
- Liaises with internal and external stakeholders, including maintaining up to date contact lists, securing/booking meetings and generally supports excellent relationship management across staff, for parents, donors, advisors, partners, Government, etc.
- Assists with Volunteer Leadership such as Board & Member Relations for Association and Foundation Directors including scheduling, and preparing for (incl. Tech needs) as well as attending meetings, creating agendas, notices, minutes, and other delegated tasks.
- Assists with Committee Relations (tasks as above) e.g. Building Committee and Campaign Cabinet.
- Acts as the Association Office Manager: ensures effective running (and stocking) of the office including orders / purchases of stationery and other day to day supplies & needs (e.g. refreshments, kitchen, bathroom), fittings/furnishings, greets/directs/assists visitors (acting as frontline in the reception area), and ensures a presentable professional office environment at all times.
- Plans, organizes and executes CEO led events such as Board events, Executive & Leadership Team events / retreats, community wide events, FA “all” staff socials / appreciation events (e.g. staff holiday party) and other delegated events e.g events held at the CEO’s home, or Campaign related. Also may be asked to provide support to the Head of School’s EA on certain school led events.
- Performs other EA typical tasks including preparing expense forms etc.

**Support for Other Members of Executive Team**:

- Admin. support for the Chief Advancement Officer (CAO) including:

- organizing donor, volunteer, and internal meetings (CEO may or may not attend), prospect/donor packages, thank you letters and tax receipts, event support as well as other assigned tasks which support fundraising and marcom efforts;
- maintenance of CEO and CAO tasks in donor database to ensure accurate and timely records and activity. (The CEO is a key partner for Advancement including the current (and future) Campaign(s) and is part of the Campaign Cabinet (see above).
- Ad hoc. admin. support for the VP.
- Providing basic first aid support to staff.

Other duties as assigned.

**Core Competencies & Skills**
- Highly professional; excellent interpersonal and communication skills, with a sense of humour and a calm, efficient and welcoming demeanor (used to working in, and adapting to, fast-moving, high pressure environments).
- Exceptional time management and organizational skills; proactive, and service-driven approach; good familiarity with office management systems.
- High degree of tact, accountability, initiative, diplomacy, discretion & confidentiality; strong judgment with proven ability to manage information flow in a timely and accurate manner.
- Solid experience i) in drafting, editing, proofreading concise communications and documents, ii) in Board Relations.
- Attention to detail is key as well as ability to model high standards.
- Proficient computer skills including in outlook, word, excel (expected to be able to create spreadsheets), powerpoint, Zoom. (FA uses the google suite.)
- Friendly demeanour and strong EQ qualities including self-awareness and EQ.
- Team player, but an autonomous worker, who values community; positive, growth mindset & “can do” attitude; tackles all assignm

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