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Executive Assistant, Communications and Special
2 weeks ago
Executive Assistant, Communications and Special
Projects Manager
- Job Description
**Title**: Executive Assistant, Communications and Special Projects Manager
**Reports To**: Executive Director
**Hours**:9-5 - 35 hours per week
Ann Davis Society is a progressive and inclusive organization where all are welcomed. A collaborative approach is critical to our mission and values and to directing our work.
**Summary**
The Executive Assistant, Communications and Special Projects Manager role will bring a unique combination of skills and knowledge that will allow them to manage day to day with a compassionate and solutions focused mindset. The position is accountable for performing, coordinating, and overseeing technical and administrative duties in support of the Executive
Director and team. Working directly with and reporting to the Executive Director for Ann Davis
Transition Society, the position provides a broad range of operational support of a highly confidential nature to ensure the effective operation of the executive and the executive level operations, including special projects and communications. This position is dependent on funding and the budgetary limitations of Ann Davis Transition Society.
**Job Duties and Responsibilities**
- Work closely with the Executive Director to oversee and carry out daily business operations
- Responsible for ensuring CARF compliance with company policies and procedures within the organization
- Proactively recommend improvements to increase agency performance
- Liaise with different departments to improve performance and work efficiency
- Assist with correspondence, with funders, donors, stakeholders, and government
- Keep updated on trends, practices, policies, and procedures that impact our sector
- Coordinate with the programs support person, office activities including schedules; develop and recommend office procedures and systems; ensure smooth office operations in conjunction with the Ann Davis Transition Society (ADTS) team and policies.
- Drafts reports as needed
- Oversees data collection on evaluation and evaluation processes
- Review and summarize confidential reports and documents; prepare background documents as necessary.
- Provide follow up to assignments given to staff by the Executive Director; provide monthly reports to the Executive Director.
- Ensure sensitive documents are handled appropriately.
9046 Young Road, Chilliwack, BC V2P 4R6
those requiring priority attention; prioritize, channel, and facilitate communication from all sources through the Executive Director’s office. Adept in the use of proper protocols in dealing with all levels of government both written and verbal.
- Respond to letters and general correspondence of a routine nature, clearing with the
Executive Director.
- Research and analyze routine administrative projects for the Executive Director; prepare first draft reports on routine administrative matters as well as collect, research, and prepare confidential information for use at Board meetings including budget reports and service records.
- Make travel arrangements for the Executive Director as needed; maintain appointment schedules and calendars for the Executive Director; arrange meetings and conferences as required.
- Lead and co-manage website and social media.
- Attends Board and Leadership and other meetings to take minutes, prepare room or
ZOOM or TEAM for meetings, follow up on action items
- Compose and/or prepare presentations, memorandums, correspondence, and reports, frequently of confidential content.
- Oversee and partake in the planning of events and large meetings, including the appropriate layout of rooms, seating arrangements, invitations, etc.
- Complete other ad hoc duties as required
**Core Competencies**
- Excellent interpersonal skills: ability to work independently, collaboratively, and from a feminist perspective.
- Demonstrated ability to communicate effectively both verbally and in writing.
- Strong social media, marketing, and development skills.
- Ability to relate non-judgmentally with people from diverse backgrounds of culture, class, race, sexual orientation, and gender identity.
- Able to maintain strict confidentiality, signing oath of confidentiality.
- Ability to work within a team and developing consensus.
- Strong time management and exceptional organizational skills.
- Proficient in use of standard office administrative practices and procedures, including the use of standard office equipment.
- Able to perform technical, specialized, complex, and difficult office administrative work requiring the use of independent judgement and initiative.
- Able to analyze and resolve office administrative and procedural problems.
- Able to perform basic research and prepare reports and recommendations.
- Able to use initiative and independent judgement within established policy and procedural guidelines.
- Able to provide complex office administrative support in the areas of data base trainin
