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Administrative Coordinator for Executive Leadership

3 months ago

Abbotsford, British Columbia, Canada Power to Change Full time

Title: Senior Executive Support Specialist

Ministry: President's Office

Position Type: Permanent Full-time (40 hours per week)

Organization Overview

Power to Change is a recognized non-profit organization dedicated to fostering a community that empowers individuals to discover faith and experience transformative change. We are committed to creating an environment that nurtures both professional and spiritual growth.

Position Overview

The Senior Executive Support Specialist plays a crucial role in providing high-level administrative assistance to the President, the Board, and the leadership team. This position serves as the main liaison for all communications related to the Office of the President. The ideal candidate will be detail-oriented, professional, and driven by results.

The successful applicant will thrive in a dynamic setting, managing a diverse range of tasks and responsibilities while exercising sound judgment and demonstrating strong communication skills. This role requires a high-capacity individual with substantial experience in administrative functions, excelling in project management and a variety of administrative duties.

Key Responsibilities

Executive Support

  • Oversee the scheduling of the President's meetings, management of emails, reconciliation of expenses, preparation of reports, and travel logistics with precision and timeliness.
  • Maintain the President's calendar with meticulous attention to detail and effective prioritization.
  • Provide proactive administrative leadership by anticipating needs and managing various projects.
  • Assist the President with additional administrative tasks as required, including: taking meeting minutes, arranging speaking engagements, drafting communications, and coordinating executive events.

Leadership Team Coordination

  • Organize meetings for the Executive Leadership Team, including scheduling, agenda preparation, and follow-up on action items.
  • Plan and facilitate leadership retreats throughout the year.

Board Management

  • Coordinate semi-annual board meetings and monthly calls.
  • Draft and edit the semi-annual Board Report in preparation for meetings.
  • Manage communications with the Board of Directors.
  • Oversee documentation related to Board Governance, including legal documents, meeting minutes, and records management.

Donor Relations

  • Act as the primary contact for donors of the President's Office.
  • Facilitate regular communication with donors.
  • Prepare the President for donor meetings and events.
  • Support the President in managing donor relationships in collaboration with the development team.
  • Ensure donor information is organized and accurately recorded in databases.

Additional Responsibilities

  • Execute special projects as assigned.
  • Participate in organizational meetings and prayer sessions.

Candidate Profile

  • Strong interpersonal skills with the ability to engage effectively with senior leaders.
  • Confident and capable of managing sensitive details with discretion.
  • Proficient problem solver in a fast-paced environment.
  • Committed to maintaining confidentiality.
  • Flexible availability for early mornings, evenings, and weekends as required.
  • Enthusiastic about personal and professional development in leadership and operations.
  • Strong administrative skills with critical thinking abilities.
  • Technologically adept, with a willingness to learn new software.
  • Familiarity with Google Suite products is essential; experience with Adobe InDesign, Canva, and Salesforce is advantageous.
  • Excellent written and verbal communication skills, with the ability to capture and summarize information effectively.
  • Professional demeanor with a commitment to excellence.
  • Ability to adapt to a fast-paced environment and manage shifting priorities.
  • Attention to detail, even under pressure.
  • Dedicated to service with a passion for outreach and evangelism.

Qualifications

  • A completed post-secondary degree in Business Administration or equivalent relevant experience.
  • A minimum of 5 years of experience in an executive administrative role.

Employee Benefits

  • Comprehensive health and dental benefits provided by the employer.
  • Group RRSP contribution options with matching after one year of service.
  • Access to an Employee Assistance Program (EAP).
  • Paid time off during the holiday season.
  • Opportunities for professional development and training.
  • Participation in organizational spiritual activities.
  • Discounts available at the organization’s store.