Executive Assistant to CEO

5 months ago

Nanaimo, Canada Ballenas Housing Society Full time

**Summary**:
Reporting to the Chief Executive Officer (CEO), the Executive Assistant (EA)’s primary responsibilities are to provide professional and confidential administrative services and to support the day-to-day functions of both the CEO and Director of Human Resources & Organizational Administration (Director HR/Admin) in accordance with the Society’s mission, strategic direction, principles, and policies.

The dynamic nature of this role requires that the EA have exemplary time management skills and the ability to identify and anticipate the CEO and Director HR/Admin’s needs. The role interacts seamlessly and professionally across a broad range of individuals including members of the Senior Leadership Team, Board of Directors, and Managers who report to the CEO. The EA is expected to handle highly sensitive and confidential financial, legal, personnel and organizational information while exercising a high degree of foresight and discretion.

**Specific Duties and Responsibilities Based on Key Competencies**:
**Problem Solving/Judgement**
- Work directly with the CEO and Director HR/Admin to support all aspects of their daily responsibilities
- Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements and travel while exercising prudence in committing time and evaluating needs
- Determine priority of matters of attention for the CEO; redirect matters to appropriate staff or handle matters personally ensuring effective follow-up
- Assist CEO in the development of presentations to internal and external audiences
- Assist Director HR/Admin in recruiting and personnel-related activities, marketing, filing, policy and proposal writing
- Assist in project management; provide coordination, monitoring and communication of projects and program activities

**Commitment to Safe Work Practices**
- Follow all WorkSafeBC regulations and Ballenas safety policies and procedures
- Immediately report incidents of injury and accident to the CEO or Director HR/Admin
- Recognize and appropriately respond to emergency situations in accordance with Ballenas policies and procedures

**Teamwork and Client Service**
- Regularly communicate with CEO and Director HR/Admin to ensure work is on track to meet organizational goals; attend regular leadership meetings
- Serve as a liaison between the CEO, staff and external stakeholders, including receiving and screening phone calls and visitors, responding to a variety of questions with tact and diplomacy and either resolving issues or directing calls as appropriate for resolution
- Attend Board meetings, prepare agendas in consultation with CEO and Board Secretary, take and distribute minutes
- Provide some light administrative assistance to Finance as time allows

**Personal Effectiveness**
- Ensure professional, confidential, efficient, and effective administrative support processes
- Initiate and carry out a diverse range of duties with mínimal supervision; work efficiently to manage tasks, time and resources
- Commitment to well-being of self and others through adherence to Ballenas and other regulatory policies and practices; immediately report non-compliant conditions to the CEO
- Actively manage conflict while respecting the contributions of others; maintain composure and professionalism in stressful situations

**QUALIFICATIONS**

EDUCATION AND EXPERIENCE
- Undergraduate degree plus a minimum of 5 years’ experience in supporting senior executives or teams; experience working in non-profit sector an asset
- Working experience with human resource activities, marketing, policy and procedure development
- Advanced computer experience including full MS Office Suite and cloud-based programs; experience updating and maintaining websites and social media

KNOWLEDGE, SKILLS, AND ABILITIES
- Superb communication skills, ability to effectively collaborate with a variety of stakeholders
- Advanced writing, editing and proofreading skills
- Exceptional detail orientation, strategic thinking, analytical, organizational, time-management, judgement and problem-solving abilities
- Acuity to recognize and respond to issues which may have an impact on the Society
- Sound knowledge of safe work practices, PIPA, and other relevant legislation

OTHER REQUIREMENTS
- Criminal Record/Vulnerable Sector Check*
- Valid Driver’s Licence and Clean Driver’s Abstract; access to reliable vehicle
- First Aid Certification an asset
- Willingness to work occasional evenings and weekends as required

**Passing a Criminal Record/Vulnerable Sector Check is a bona fide condition of employment with our Society**

**Job Types**: Full-time, Permanent

**Salary**: From $24.00 per hour

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- VRSP

Schedule:

- Monday to Friday

Application question(s):

- Do you live in Nanaimo?

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- supporting senior executives: 5 years (requir

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