Executive Assistant

3 weeks ago

Powell River, Canada Lift Community Services Full time

Lift Community Services (LIFT) focuses on helping all people thrive in the qathet region by reducing social inequities and by providing support and advocacy for anyone who needs it. Our vision is a welcoming, inclusive, and diversity-affirming community that is free of poverty and full of heart. At Lift, we believe a thriving, sustainable community comes from a collaborative, equitable, future-focused approach.

Our programs and services include employment services, supportive housing and homeless outreach, temporary shelter services, literacy programs and outreach, immigrant services, adult and family on-demand support. We also provide community leadership and development in overdose response planning, poverty reduction planning, and other projects that develop a more connected and resilient community. Lift operates many resource centres in our community, including the local WorkBC Centre, the Community Resource Centre, the Family Place, and the Dr. Elsie Paul Literacy Centre and the Nook Social Enterprise Cafe both located at the Powell River Public Library.

Lift Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.

**Opportunity**

We are seeking an **Executive Assistant** to join the Lift Community Services team to provide administrative, scheduling and correspondence support to the Executive Director and Senior Leadership team.

**Overview**
- **Hours**:35 hours per week
- **Shifts**:Monday to Friday, 8am to 4pm
- **Hourly wage**: $26.60 to start, annual increases to $29.40 after 5 years
- **Benefits**:Competitive extended health benefits and an up to 4% matching RSP plan
- **Work Site**:#218 - 6975 Alberni Street, Powell River, B.C.
- **Start Date: As soon as possible**:

- **Closing Date: Open until filled**:

- **To Apply**:Submit a self-designed resume and cover letter

**Summary**

Reporting to the Executive Director, the Executive Assistant provides confidential administrative assistance and secretarial support to the designated Director. The Executive Assistant triages information of a sensitive and confidential nature, coordinates the flow of information, ensuring accurate and timely delivery of administrative services, and keeps the Executive Director apprised of issues and activities. Interacts primarily with the Senior Leadership Team representing organizational interests, shares information, clarifies details and answers questions. Works independently and communicates with internal and external stakeholders that promotes positive and respectful relationships. To see the full Executive Administrator job description, please click here.

**Responsibilities**:
**General Administration & Documentation**:

- Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
- Produces well-designed and accurate reports, correspondence, presentation materials, spreadsheets, and memos. Maintains and updates various computer databases and web pages.
- Supports executive management with project management on key projects, including project documentation and scheduling, tracking progress and resources, and supporting problem solving
- Maintains a consistently updated and accurate appointment schedule for the Executive Director, and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
- Compiles and collates analytical information/data to assist in trending, comparing benchmark activities.
- Provides consistently functioning administrative tools, system and services in a systematic and organized manner, and maintains readily available stationery and supplies.
- Assist with tracking organizational metrics, reporting and collecting project evaluation data.

**Scheduling & Correspondence Support**
- Facilitates effective triaging of correspondence, determination of appropriate action, and timely follow-up as appropriate.
- Coordinates meetings ensuring well-defined and timely agendas, booking facilities or spaces, identification of and notification to interested parties, compilation of background information. and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation.
- Supports meeting activities including but not limited to meeting minutes, follow up actions and booking of subsequent meetings.
- Ensures appropriate dissemination of information about organizational and/or program/service procedures and processes and the status of issues to internal and external stakeholders.

**Personnel Management**
- Schedules and tracks vacations of senior leadership team.
- Coordinates senior leadership weekly meetings.
- Carries out responsibil

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