Executive Assistant

**Overall Purpose**:
Power To Be is a non-profit organization that creates access to nature for youth, families, and adults living with cognitive, physical, financial, and social barriers. We support the discovery of limitless abilities through nature-based programs. We are on the verge of opening a purpose-built, lake-front facility, designed with intention, and holding at the center our values of inclusion, the environment, and community. Working with Power To Be is an opportunity to be part of impactful and lasting societal change.

Our Executive Assistant (EA) must be creative and enjoy working within a fast-paced organization that is both mission-driven and community oriented. This role demands a strong sense of urgency and the ability to work independently on assignments with sound judgment. You will be a detail oriented, an experienced planner with demonstrated ability to respond effectively and efficiently while maintaining great flexibility and a sense of humor. You will have a strong sense of ownership and bias for action, be relationship oriented and have the ability to meet tight deadlines. Having great organizational skills and the ability to switch gears at a moment’s notice will ensure success. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the organization is imperative.

SPECIFIC JOB RESPONSIBILITIES

Administration
- Schedule internal and external meetings for the Senior Leadership Team.
- Provide Administrative support to the Co-CEOs.
- Work closely with the Leadership Team (C-Suite, Directors, and Heads of) to ensure best practices in social profit management are followed.
- Collaborates with the Leadership Team on special projects and reporting.
- Responsible for office management and systems implementation performing varied administrative duties such as composing and typing correspondence, triage of confidential information, and maintenance of executive files.
- Makes all travel arrangements, books flights, hotels, rental cars, dinner reservations and coordinates Co-CEO’s schedules.
- Maintains organizational calendars, ensuring meetings are scheduled effectively
- Responsible for effectively planning, coordinating, and preparing materials and information for meetings and seminars in a timely fashion to allow prep time for all parties involved.
- Use discretion and judgment when screening visitors and telephone calls, relaying confidential organizational affairs and information contained in minutes, letters and other documents.
- Serve as back up support for other administrative staff when required.
- Possess strong ability to successfully multitask and prioritize work.
- Requires a high level of discretion and the ability to deal with highly sensitive information
- Plan and organize workload effectively to ensure that established priorities are met

People
- Collaborate with and support co-workers, management, volunteers, stakeholders, program participants and their families.
- Contribute to a positive and dynamic working culture.
- Has an understanding and commitment to Participant Protection Policies and Procedures with direct consideration for privacy protection.
- Participate in a Power To Be program once per quarter.

Board of Directors
- Provide Administrative support to the Board and Committees.
- Provides support services to the Board of Directors, preparing agendas, minuting meetings, circulating minutes, booking rooms, ensuring food beverage, organizing guest speakers and supporting ad hoc events.
- Coordinate meetings and make travel arrangements

Operations
- Understand and implement proper fiscal controls as needed.
- Responsible for reconciliation and documentation of co-CEO’s expenses.
- Support community and fundraising events as directed.
- Supports Marketing and Communications department with preparation and editing of reports and special projects.
- Adhere to Brand Standards for internal and external facing documents

Performs other related duties as required.

**Working Conditions**:
**Job Requirements**:

- As per the Ministry of Justice requirements for organizations that work with vulnerable populations, A Criminal Record Check (CRC) and Criminal Record Review Act Check (CRRA) will be required.
- Relevant post-secondary education, preferably in business or office administration
- Proven success as an Executive Assistant for a senior executive with at least 5 years in the role.
- Valid Class 5 BC driver’s license and ability to commute to Prospect Lake
- Proof of Full Vaccination Against Covid-19

**Key Performance Indicators**:

- Advanced capability with Microsoft Office Suite including Outlook, PowerPoint, Word and Excel.
- Ability to proactively plan and accommodate changes to schedules and mandates is critical in this role
- Strong interpersonal skills with an ability (and confidence) to interact with senior executives at the highest level.
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