Board and Executive Assistant

7 months ago

Surrey, Canada Peace Arch Hospice Society Full time

**Position Summary**

The Board and Executive Assistant is responsible for providing support for all aspects of the Executive Director position. This support will include supporting areas of day-to-day operations and supporting the Board of Directors. The Board and Executive Assistant will be required to be adaptable and flexible in responding to a variety of requests from the Executive Director while maintaining confidentiality. The incumbent must be extremely proactive in anticipating the needs of the Board of Directors and the Executive Director.

**KEY DUTIES AND RESPONSIBLITIES**

**FINANCIAL**:

- Review financial statements with Financial Administrator ensuring preparation for Executive Director and Board Treasurer and/or Finance Committee.
- Assist Executive Director with preparation of annual operating and capital budget for board approval.
- Ensure all statutory and other annual reporting requirements of the Society are fulfilled.

**BOARD OF DIRECTORS**:

- Prepare agenda for meetings, collect info and stats from staff as required, write monthly ED Report to summarize the Society’s prior month for the Board.
- Maintain Board Meeting calendar and scheduling.
- Attend and record minutes for Board and Committee Meetings.
- Record and maintain all records and documents of meetings of the Board of Directors and Board Committees, as well as Board Manuals and Board Reports.
- Ensure Society By-Laws and Policies are adhered to.
- Work with Executive Director to ensure work is reflected in the Strategic Planning objectives of the Board of Directors.

**HUMAN RESOURCES**:

- Perform a wide range of human resources functions.
- Assist in recruiting, hiring, and training new and existing employees.
- Maintain vital employee records.

**SPECIAL PROJECTS**:

- Fundraising Events: Support in logistics of Society fundraising and awareness events as required.
- AGM: Prepare Annual Report, materials, agenda, special resolutions, invitations, etc.
- Policies and Procedures: Research and prepare updates/changes to established and proposed Policies and Procedures in preparation for Board approval.
- Attend special events as required. (Possibly evenings and weekends.)

**GENERAL OVERVIEW**
- Prepare presentations, proposals, reports, and other business correspondence.
- Communicates directly, and on behalf of the Executive Director with a variety of stakeholders including the Board of Directors.
- Extensive calendar management, coordination of all travel arrangements.
- Arrange required meetings/events logistics and catering requirements.
- Proactively identifies key priorities, deadlines, and deliverables.
- Uses discretion and maintains confidentiality in handling sensitive information.
- Provides a bridge for smooth communication between the Executive Director and the Board of Directors.
- Support relationship building with donors, business partners and government officials.
- Arrange public speaking opportunities, as appropriate.

**WORK EXPERIENCE & REQUIRMENTS**

**SKILLS AND ABILITIES**:

- Relevant Post-secondary education preferred
- At least 3 years of relevant experience
- Previous HR experience preferred
- Experience working with a Board of Directors
- Familiar with Board Governance Policies
- Experience with MS Word, Excel, PowerPoint, Access, Internet and Publisher
- Very good communication and interpersonal skills
- Ability to work in a collegial manner in a unique setting
- Understanding of volunteer based organizations
- Knowledge and sensitivity for hospice palliative care
- Demonstrated ability to use sound judgment when fielding questions and speaking about the Society with stakeholders
- Excellent command of written and spoken English
- Works well under pressure of multiple deadlines simultaneously and responsibilities within the work environment
- Strong attention to detail
- Excellent organizational skills with the ability to prioritize work using sound judgment and to be proactive
- Flexibility to work evenings and weekends as needed

**Reporting & Other Terms of Employment Details**

The Board and Executive Assistant reports to the Executive Director. This is a part-time position that requires periodic evening and weekend work. Other responsibilities may be required by the Board of Directors or Executive Director to fulfill the mission and goals of our Society.

**Requirements**:

- Upholds all values and adhere to all policies and procedures of the PAHS, representing the Society in a professional and courteous manner.
- Criminal Record Check

**This position requires proof of double vaccination against Covid-19. **_Our Policy is based on guidance from the BC Center for Disease Control (“BCCDC”), the BC Government, and is made in alignment and collaboration with our partners, Fraser Health. This Policy is designed to comply with all applicable federal, provincial, and municipal laws, including the recent Provincial Health Orders. This policy is in place because some of our workforce must

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