Executive Assistant

3 weeks ago

Surrey, Canada Phoenix Society Full time

Job Summary

The Executive Assistant/Coordinator is responsible foradministering the activities of the Chief Executive Officer (CEO) and ChiefOperating Officer (COO) of Phoenix Society. The position also ensures thesmooth operation of the Society, including the work of the other PhoenixDirectors, as well as managinggovernance requirements, records, and filings.

Organizational Status

ThePhoenix Society is an accredited and licensed multi-service agency located inthe Lower Mainland of British Columbia and dedicated to providing accessibleservices and opportunities to people who face barriers related to addiction,mental health, housing, education, criminal justice involvement and/oremployment.

Work Performed

Administration

Providesenior-level administrative support to the CEO and COO, including handlingmatters of a highly sensitive and confidential nature Overseethe day-to-day management of the CEO’s calendar and activities to ensurehigh-value time utilization as per external and internal requirements Actas the receptionist for Phoenix’s Administrative Office by answering andmanaging incoming calls; greeting visitors; and dealing with situations in aprofessional and tactful manner. Provide support to the daily operations of theAdministrative office including ordering required equipment and supplies andensuring appropriate set up for meetings. Prepareand produce a variety of materials such as letters, reports, presentations,agendas and meeting minutes. Proofread and edit letters, reports, andcorrespondence, and maintain files Managesall operational, logistical, and communication details for meetings involvingthe CEO and COO Arrangetimely preparation of itineraries, background materials, and research reports Workclosely with the CEO and COO to ensure they are prepared for meetings,commitments, and presentations Conductresearch, collect, and analyze data to prepare reports and documents Takeminutes for all senior management team meetings and key organizational meetingsincluding director lead working groups. Liaisewith internal staff at all levels Managetravel and expenses for the CEO and COO. Designand maintain file management systems Workon projects contributing to the effective operations of the Society asrequested Performother duties as required

BoardRelations

Coordinatelogistics for all Board and Committee meetings, including compiling anddistributing agendas and all supporting materials; securing meeting locations; ensuringcorrect equipment is in place; and arranging refreshments Takeminutes for all Board meetings, ensuring proper record-keeping of Boarddeliberations, decisions and expenses Ensuretimely distribution of board packages, meeting minutes and other boardmaterials as required. Maintainall Board records, policies and procedures Assistwith Annual Report and government filings

Qualifications

Post-secondarydiploma in business, administration,project management, etc. 3to 5 years of experience in executive and governance administration Satisfactorycompletion of a criminal records check with vulnerable sector screening isrequired Satisfactorycompletion of Tuberculosis Screening form is required Satisfactorycompletion of Employee Immunization Record form is required Firstaid certification with CPR is required

Skills & Knowledge

Highlevel of integrity and dependability with a strong sense of urgency andresults-orientation Strongskills in Windows, Microsoft Word, Excel, and database management systems Strongproblem solving, analytical, and creative skills with the ability to exercisesound judgement and make decisions based on accurate and timely analyses Stronginterpersonal skills and ability to communicate effectively in writing andverbally in English Abilityto work with senior executives including Board members Abilityto prioritize, meet deadlines, and manage multiple projects Demonstrated commitmentto the social sector with a passion for the organization’s mission is essential

Competencies

Approachto Work

Demonstratesinitiative, flexibility, adaptability, and resourcefulness Demonstratesability to work with confidential and sensitive information. Activelyseeks and incorporates feedback to inform continuous self-improvement Setsgoals, creates and implements action plans, monitors progress, and evaluatesresults Adeptlymanages competing tasks and uses time efficiently and effectively

JobKnowledge & Quality of Work

High-degree of relevant and current job knowledgeand skill Consistently produces accurate, thorough,high-quality work in a timely manner Builds and promotes a culture of health and safetyin the workplace  Implements and enforces best practices in healthand safety within the workplace

Judgement& Decision-Making

×Models independent thinking and creativity

×Demonstrates effective problem-solving skills

×Makes clear, consistent, transparent and timelydecisions after contemplating various available courses of action

×Exercises sound judgment in the best interests ofthe organization

Communication& Interpersonal Skills

Expresses themselves clearly and professionallyboth verbally and in writing Displays high emotional intelligence; uses tact anddiplomacy in dealing with sensitive, complex and confidential situations Has a manner, style and presence that makes apositive impression Listens to and considers others’ views

PersonalLeadership

Models the organization’s core values of respectfor diversity equity and inclusion. and strength-based practices Fosters enthusiasm, energy, and commitment Takes responsibility for personal actions, performance,and well being of self  Is reliable and accountable;

Teamwork& Collaboration

Effectively works with their colleagues to ensureorganizational success Champions positive working relationships with staffand external stakeholders Supports an environment of openness, and championsteamwork and communication across programs Leverages the expertise and experience of othersfor organizational success

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