Executive Assistant to CEO - Nanaimo, Canada - Ballenas Housing Society

Ballenas Housing Society

Verified Company

Nanaimo, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Summary:

Reporting to the Chief Executive Officer (CEO), the Executive Assistant (EA)'s primary responsibilities are to provide professional and confidential administrative services and to support the day-to-day functions of both the CEO and Director of Human Resources & Organizational Administration (Director HR/Admin) in accordance with the Society's mission, strategic direction, principles, and policies.

The dynamic nature of this role requires that the EA have exemplary time management skills and the ability to identify and anticipate the CEO and Director HR/Admin's needs.

The role interacts seamlessly and professionally across a broad range of individuals including members of the Senior Leadership Team, Board of Directors, and Managers who report to the CEO.

The EA is expected to handle highly sensitive and confidential financial, legal, personnel and organizational information while exercising a high degree of foresight and discretion.

Specific Duties and Responsibilities Based on Key Competencies:

Problem Solving/Judgement

Work directly with the CEO and Director HR/Admin to support all aspects of their daily responsibilities
Maintain the CEO's calendar, including scheduling meetings, appointments, speaking engagements and travel while exercising prudence in committing time and evaluating needs
Determine priority of matters of attention for the CEO; redirect matters to appropriate staff or handle matters personally ensuring effective followup
Assist CEO in the development of presentations to internal and external audiences
Assist Director HR/Admin in recruiting and personnelrelated activities, marketing, filing, policy and proposal writing
Assist in project management; provide coordination, monitoring and communication of projects and program activities

Commitment to Safe Work Practices

Follow all WorkSafeBC regulations and Ballenas safety policies and procedures
Immediately report incidents of injury and accident to the CEO or Director HR/Admin
Recognize and appropriately respond to emergency situations in accordance with Ballenas policies and procedures

Teamwork and Client Service

Regularly communicate with CEO and Director HR/Admin to ensure work is on track to meet organizational goals; attend regular leadership meetings
Serve as a liaison between the CEO, staff and external stakeholders, including receiving and screening phone calls and visitors, responding to a variety of questions with tact and diplomacy and either resolving issues or directing calls as appropriate for resolution
Attend Board meetings, prepare agendas in consultation with CEO and Board Secretary, take and distribute minutes
Provide some light administrative assistance to Finance as time allows

Personal Effectiveness

Ensure professional, confidential, efficient, and effective administrative support processes
Initiate and carry out a diverse range of duties with mínimal supervision; work efficiently to manage tasks, time and resources
Commitment to wellbeing of self and others through adherence to Ballenas and other regulatory policies and practices; immediately report noncompliant conditions to the CEO
Actively manage conflict while respecting the contributions of others; maintain composure and professionalism in stressful situations

QUALIFICATIONS

EDUCATION AND EXPERIENCE

Undergraduate degree plus a minimum of 5 years' experience in supporting senior executives or teams; experience working in nonprofit sector an asset
Working experience with human resource activities, marketing, policy and procedure development
Advanced computer experience including full MS Office Suite and cloudbased programs; experience updating and maintaining websites and social media

KNOWLEDGE, SKILLS, AND ABILITIES

Superb communication skills, ability to effectively collaborate with a variety of stakeholders
Advanced writing, editing and proofreading skills
Exceptional detail orientation, strategic thinking, analytical, organizational, timemanagement, judgement and problemsolving abilities
Acuity to recognize and respond to issues which may have an impact on the Society
Sound knowledge of safe work practices, PIPA, and other relevant legislation

OTHER REQUIREMENTS

Criminal Record/Vulnerable Sector Check
Valid Driver's Licence and Clean Driver's Abstract; access to reliable vehicle
First Aid Certification an asset
Willingness to work occasional evenings and weekends as required

Passing a Criminal Record/Vulnerable Sector Check is a bona fide condition of employment with our Society

Job Types:
Full-time, Permanent

Salary:
From $24.00 per hour

Benefits: