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Executive Assistant to Chief Executive Officer

2 weeks ago

Vancouver, Canada Fraser Academy Centre for Dyslexia Full time

**Executive Assistant to Chief Executive Officer**

**Position Summary**: Are you an experienced Executive Assistant who is looking for a meaningful role with purpose to help make a life-changing impact in education and society? If so, we want to hear from you In this Executive Assistant role, you will have three key responsibilities: i) executive support to the Chief Executive Officer ii) office manager and iii) administrative support to the Chief Advancement Officer and Chief Finance & Administrative Officer.

**Responsibilities**:
Comprehensive Executive Support for CEO (primary role) including:

- An all-around gatekeeper and partner helping to strategically manage, and support, the CEO’s time for organizational priorities, goals, objectives, deadlines.
- Manages the CEO’s calendar including daily reviews, booking meetings, adding events, (re)scheduling appointments; assists with CEO’s basic IT support needs.
- Maintains effective clear desk, hard-copy and e-filing procedures, while keeping all filing up to date for day-to-day communications, reports etc.
- Liaises with internal and external stakeholders, including maintaining up-to-date contact lists, securing/booking meetings and generally supports excellent relationship management across staff, for families, donors, advisors, partners, Government, etc.
- Assists Volunteer Leadership including Board members for the Association / Foundation / Society for tasks such as scheduling, preparing for (incl. Tech needs) as well as attending, meetings, creating agendas, notices, taking minutes, maintaining records/filing and other delegated tasks and needs.
- Assists with Committee Relations (tasks as above) e.g. Building, Finance Committee and Campaign Cabinet.
- Plans, organizes and executes CEO led events such as Board events, Executive & Leadership Team events / retreats, community wide events, “all” staff socials / appreciation events (e.g. staff holiday party) and other delegated events e.g. events held at the CEO’s home or which may be Campaign related. Also, may work with the Head of School’s EA to support certain school led events.
- Performs other EA typical tasks assigned including preparing expense forms etc.

**Acts as the Association Office Manager**:

- Ensures effective running of the Association office including orders / purchases of, and maintaining, stationery and other day to day supplies & needs (e.g. refreshments, kitchen, bathroom), fittings/furnishings.
- Greets/directs/assists visitors, and ensures a welcoming, presentable and professional office environment at all times. Maintains general office filing.
- Emergency Procedure / First Aid Designate; provides basic first aid support.

**Other Executive Support: Campaign/Advancement & Finance**:

- Admin. support for the Chief Advancement Officer (CAO) including:
- organizing donor, volunteer, and internal meetings (CEO may or may not attend), prospect/donor packages, thank you letters and tax receipts;
- acts as Campaign assistant for CAO lead major campaigns, including running certain reports, creating agendas with CAO, other tasks;
- maintenance of CEO and CAO tasks in donor database to ensure accurate and timely records and activity. (The CEO is a key partner for Advancement including the current (and future) Campaign(s) and is part of the Campaign Cabinet (see above));
- provides event, and other, support for fundraising and marcom efforts.
- Ad hoc. admin. support for the Chief Financial & Administrative Officer’s (CFAO) Corporate Secretary duties. (CFAO is the Corporate Secretary for FA and complements the Board Relations work noted above.)

**Core Competencies & Skills**
- Highly professional; excellent interpersonal and communication skills (written and oral), with a sense of humour and a calm, efficient and welcoming demeanor (used to working in, and adapting to, fast-moving, high pressure environments).
- Exceptional time management and organizational skills; proactive, and service-driven approach; good familiarity with office management systems.
- High degree of tact, accountability, initiative, diplomacy, discretion & confidentiality; strong judgment with proven ability to manage information flow in a timely and accurate manner.
- Solid experience i) in drafting, editing, proofreading concise communications and documents, ii) in Board Relations.
- Attention to detail is key as well as the ability to model high standards.
- Proficient computer skills including in outlook, word, excel (expected to be able to create spreadsheets), PowerPoint, Zoom. (FA uses the google suite.)
- Friendly demeanor and strong EQ qualities including self-awareness.
- Team player, but an autonomous worker, who values community; positive, growth mindset & “can do” attitude; tackles all assignments with enthusiasm
- 3+ years experience as an Executive Assistant (work at a non-profit/charity, including a school or post-secondary, will be considered an asset).
- Bachelor’s Degree in relevant field: Busi