Executive Assistant

3 months ago

Vancouver, Canada Villa Cathay Care Home Full time

**Executive Assistant**

**JOB SUMMARY**

The Executive Assistant is responsible for providing confidential administrative support to the Executive Director in all aspects of Villa Cathay Care Home’s (VCCH) operations to achieve organizational goals. This role reports directly to the Executive Director and work closely with the Leadership Team and on a variety of administrative tasks to help ensure excellent service to residents and their families.

**KEY RESPONSIBILITIES**
- **Administration**:_
- Performs a variety of administrative tasks to support the Executive Director and Leadership team.
- Manages the flow of information and communication between the Executive Director’s office and all departments as required.
- Ensures the smooth running of the Executive Director’s office, proactively responding to issues and either resolving them directly or referring them to appropriate parties to prevent escalation.
- Maintains the Executive Director’s calendar including adding events, rescheduling appointments, and providing daily briefings.
- Acts as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers.
- Writes and prepares reports, presentations and correspondence for the Executive Director and senior management. Verifies all information, analysis, and data before distributing.
- Reviews correspondence / materials drafted for the Executive Director’s review and/or signature for correctness and completeness before forwarding to Executive Director for their attention.
- Maintains organizational paper and electronic information and ensures that records are current, accurate, and well organized.
- Prepares responses to routine inquiries and redirects correspondence for appropriate handling.
- Accepts and makes calls on behalf of the Executive Director and receives visitors who have an appointment with the Executive Director.
- Prepares meeting agendas, materials, and takes minutes when require. Arranges meetings and venues as required.
- Drafts organizational policies and office procedures for vetting and approval by the Executive Director and management.
- Attends, volunteers, and participates in VCCH events.
- Represents VCCH at various events, meetings, conferences, and seminars.
- **Board Support**:_
- Working closely with the Executive Director, manages and coordinates all administrative functions related to the Board of Directors in their role as the voluntary leadership of VCCH.
- Assists the Executive Director with the management and administration of the Board and Board business.
- Provides administrative support to the Board Chair and/or Board Committee Chairs on Foundation Board business.
- Plans and coordinates the schedule of Board and Board Committee meetings including the AGM to coincide with the VCCH’s annual workflow and business requirements. Books all meeting venues, prepares and delivers Board/Committee meeting material, and follows up to ascertain participation. Communicates the schedule of meetings to all Board and staff.
- Submits the Society Act filing and Public Notice of AGM.
- Compiles and drafts Board/Committee agendas, minutes, motions and various communications and briefings to the Board for the Executive Director.
- Attends Board, Board Executive Committee, Governance Committee, Nominating Committee and special Board task group meetings; takes and transcribes minutes. Maintains business arising data.
- Arranges orientation of new directors and appropriate recognition of retiring directors. Reviews, revises and prepares the Board orientation binder.
- Prepares and maintains confidential records, files and documents which are important for VCCH.
- Maintains up-to-date Board information and confidential address lists.
- Maintains all Board and Board Committees Terms of Reference.
- Tracks Board’s attendance and participation on Board Committees.
- Tracks Board membership, terms of office, Board appointments, and reappointments and advises the Executive Director of pending changes.
- Maintains historical account of meetings, materials, and minutes and records of decisions.
- Liaises with legal counsel regarding Board matters, annual report, AGM and revisions and registration of the Constitution & Bylaws (as approved by the Board).
- **Family and Resident Relations**:_
- Acts as the point of contact for questions and complaints directed to the Executive Director; directs and escalates issues as appropriate.
- Collaborates with internal teams and follows up on matters raised to ensure that they are resolved to the satisfaction of families and residents.
- Creates and nurtures positive relationships with residents and their family members by responding to requests and enquiries on a timely basis.

Completes other duties related to the position as assigned.

**QUALIFICATIONS**
- **Education, Training and Experience**:_
- Three years experience in a senior administrative role; health care or not-for-profit experience is an ass

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