Executive Assistant

3 weeks ago

Victoria, Canada Thrive Social Services Society Full time

**Job Title**: Executive Assistant

**Type**:Permanent, Full-Time

**Closing Date**: February 24th, 2023

**Start Date**: Immediate

**Wage / Salary**:$28 - $30/hour

**Location**:1095 McKenzie Avenue; Victoria, BC

**Hours of Work**:Monday - Friday, 8:30 a.m. - 4:30 p.m.

**Reports to**:Executive Director

**Are you passionate about making a difference?**

THRIVE is an 80-person team of social service experts serving the Greater Victoria area with impactful programs and services that help change and improve the lives of those we serve. We are looking for that special person who can help our leadership team move key priorities forward. We are highly supportive team and we are in growth mode. This role is a full-time position working 37.5 hours per week (Monday to Friday) located at our McKenzie office.

**Key Duties and Responsibilities**:

- Work daily with the senior team focused on organizational priorities.
- Provide a well-organized, efficient and professional front line image with the internal and external clients and stakeholders.
- Through the ED, support for Board of Directors in areas such as support to committees, Board retreat planning, board training coordination and board documentation tracking.
- Support on planning details for staff events, administrative functions regarding training and employee development
- Provide administrative support to the Chairs of committees as needed. Provide summaries of committee work and actions the leadership team.
- Lead person for facilities
- we own and lease in 4 locations - and vehicles. Maintains administrative needs planning for all locations.
- Assist in the human resources area (on-boarding, staff manuals, policies, training support, etc )
- Coordinate and plan for an annual schedule of meetings, events and key reports.
- Works with the Communications consultant to collect, edit, and produce agency’s newsletter and other communication pieces.
- Assists with orientation of new employees. Assign keys and access codes for locations to staff.
- Evaluates, develops, and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.
- Works with contracted IT consultant. Purchase items as required. Ensures all on and off-site computers are operational, in good repair and that service agreements are in place.
- Plans and arranges/re-arranges office space to accommodate changing needs.
- Provides back-up reception duties including answering phone calls, receiving visitors, etc.
- Implements improved work methods and systems as directed.
- May participate in the recruitment and selection of staff by performing duties such as screening résumés, interviewing applicants, and providing input on selection.
- Ensures effective and appropriate administrative support staff coverage.

**Qualifications**:

- A minimum of three (3) years of progressive experience as an executive assistant, preferably in a not-for-profit/ community services setting
- Post-Secondary Degree or Diploma in either business administration, human resource, project management or equivalent training and experience in a fast-paced organizational planning environment.
- Proficiency with Microsoft Office Suite and ability to learn/adapt to new software;
- Current Vulnerable Sector Criminal Record Check; and valid BC Driver’s licence; COVID Vaccinations

**Job Skills and Abilities**:

- Ability to prioritize tasks, delegate when appropriate, manage deadlines, strong attention to details
- Active listener and strong problem-solving skills
- Strong interpersonal skills and strong team player
- Ability to communicate effectively, verbally and in writing, and to deal effectively with the public.
- Demonstrated success in a dynamic environment
- Ability to organize work and carry out the duties of the position with independence.

**Additional Information**:
Some lifting and moving of office supplies in and around an office.

**How to Apply**:
This position is open to all gender applicants. We value the diversity of the people we hire and serve. We foster a workplace where individual differences are recognized and respected while utilizing each person’s talents and strengths. The more inclusive we are, the better our work will be.

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

**Salary**: From $28.00 per hour

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Victoria, BC: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 2023-02-24

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