Executive Assistant

3 months ago

Vancouver, Canada Small Business BC Full time

**JOB POSTING - Executive Assistant / Office Manager**

**Reports to**: Chief Executive Officer

**Status**: Full-Time, Permanent, Excluded Position

**ABOUT SMALL BUSINESS BC**

Small Business BC (SBBC) is a non-profit organization that is here to help British Columbia’s entrepreneurs grow successful and sustainable businesses. Supported by PacifiCan and the BC Ministry of Jobs, Economic Recovery and Innovation, we celebrate and champion the thriving small business community within BC.

**PRIMARY FUNCTION**

**PROJECT DUTIES AND TASKS**

1. Acts as main liaison between the executives, internal colleagues, and external stakeholders.
2. Functions as an executive assistant to the Chief Executive Officer (CEO) and through them, the Board of Directors, with access to confidential and sensitive information.
3. Attends Board and committee meetings and records, edits, and distributes meeting minutes to appropriate stakeholders
4. Organizes and coordinates logistics for the Annual General Meeting.
6. Keeps the CEO’s calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings.
7. Coordinates logistics for meetings and workshops for internal staff, Board of Directors, and external stakeholders;
8. Coordinates meetings and small event logistics such as scheduling, set up, catering, technology testing and materials preparation
9. Coordinates and schedules travel itineraries
10. Books, records, and tracks travel/expenses for the Board and executive team
11. First point of contact for correspondence directed to the Executive Team and responds to request for information.
12. Produces and/or maintains confidential materials such as reports, presentations, memorandums, formal correspondences, and briefing notes, and related documents for the CEO, Executive Team and the Board.
13. Produces reports and presentations for distribution to staff and external partners.
14. Responsible for creating, distributing, and archiving staff and leadership team meetings agendas and minutes.
15. Prepared regular task updates to be addressed and dealt with.
16. Coordinates production of Annual Report and contributes to the preparation of the annual audit.
17. Ensures By-Law updates and related administrative tasks are completed.
18. Supports financial management by processing contracts, invoices, expense sheets, and documents for approval and filing.
19. Assists in preparation of and overseeing the administrative budget.
20. Assists in tracking inventories, monitoring expenditures, coordinating vendor services (IT, janitorial, etc.) and ordering of equipment, furniture, and supplies.
21. Creates and maintains efficient electronic and physical filing systems, and maintains board, committee, staff, stakeholder, and contractor contact lists.
22. Performs other related duties as required.

**QUALIFCATIONS**
- Degree or diploma in Business Administration, Small Business and Entrepreneurship, or Commerce, or an equivalent combination of education and business-related experience.
- Minimum 5 years’ experience working with high level administrative support and/or in an office environment, coordinating schedules and appointments, writing reports, taking minutes and managing confidential material and information with discretion, tact and diplomacy.
- Excellent attention to detail, organizational, written, and verbal communication skills.
- Strong computer skills in MS Office (Word, Excel, Powerpoint & Outlook)
- Knowledge of how to source information on government regulations and resources.
- Entrepreneurial mindset an asset.
- Ability to handle multiple projects, multi-task and manage time in a high volume, fast paced, demanding environment;
- Motivated self-starter, willing to take initiative, with proven problem-solving and critical thinking abilities.
- Strong public speaking/teaching skills and interpersonal skills.
- Ability to work flexible hours when needed and/or work occasional evenings or weekends.
- Familiarity with non-profit sector and knowledge of basic legal principles of business considered an asset.
- Strong customer service acumen and affinity for researching and finding the correct information to provide to clients.
- Ability to work in French is considered an asset, as well as additional languages (Spanish, Mandarin, Cantonese or Farsi).

**WHAT WE CAN OFFER YOU**
- **Remuneration**: Competitive compensation based on education and experience.
- **Strengthening Health & Wellbeing**: Full benefits package after the completion of 3 months, including 100% Employer paid Extended Health Benefits, Vision Care, Dental coverage, and Employee and Family Assistance Program.
- **Investing in _YOUR_ future**: We have a generous group RRSP Matching Plus plan.
- **Relax & Recharge**: Paid time off and additional paid ‘Flex Days’ every three weeks.
- **Learning & Development**: Realize your potential with dedicated funds for continued learning and development.
- **Shape the Commun

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