Executive Assistant - Vancouver, Canada - Metro Vancouver Zero Emissions Innovation Centre
2 weeks ago
Description
Join us
We're passionate about making progress on climate action and committed to making positive difference in communities. Keen to join a caring, capable, and committed team doing great work on the path to net zero?
Applications without a cover letter will not be considered.
About the Metro Vancouver Zero Emissions Innovation Centre
ZEIC's vision is that, together, we enable a new era of climate action and innovation for an inclusive, prosperous, and healthy zero carbon future in our region by 2050.
Working with governments, Indigenous partners, industry, and others, we support ambitious climate policy, address barriers, and catalyze, accelerate, and scale innovation to strengthen equitable and resilient communities for current and future generations
To deliver impact, we:
- Connect and activate partners, investors, and actiontakers;
- Demonstrate and showcase viable solutions; and
- Invest in capacity building and readiness to scale climate actions.
Equity, long-term affordability, community health and well-being, environmental protection, and economic development are integral to how we develop and deliver our climate action initiatives.
Position purpose & function:
The Executive Assistant will: 1) provide confidential administrative support to the Executive Director; 2) provide general administrative support for Directors in the Senior Leadership Team and the ZEIC team; and 3) work closely with the Director of Finance & Operations to support financial administration and processes.
The position coordinates sensitive and confidential information and documentation flowing to and from the office of the Executive Director, the Board of Directors and Director of Finance & Operations, as needed, ensuring accurate and timely delivery of administrative services, and keeps the Executive Director and other Directors apprised of issues and activities.
The position manages the Executive Director's schedule and provides scheduling support for Directors and the Board of Directors, coordinates ZEIC's internal and external meetings, correspondence and information/document management and provides administrative support for other strategic initiatives, as needed.
The position will contribute administrative and organizational process expertise and a spirit of innovation, creativity, teamwork, and collaboration to a team of highly motivated professionals.
Key contacts & reporting relationships:
The position reports to the Executive Director and will engage closely with ZEIC's Senior Leadership Team including the Director of Finance & Operations, Director of Business Strategy & Impact Investing, Director of Grants, Programs & Engagement, Director of Building Decarbonization, and other ZEIC staff, as needed.
The position interacts with senior leaders, the Board of Directors, external partners, and administrative support staff across various external organizations to coordinate on scheduling, convey and exchange information and promote positive and respectful relationships.
The position includes supervisory responsibilities for administrative staff associated with program delivery, as required.Duties & responsibilities:
- Provides administrative support to the Executive Director and ZEIC Senior Leadership Team by preparing a variety of sensitive and confidential correspondence, memos, presentation materials, spreadsheets, reports from internal and external sources;
- Manages data and reporting needs related to ZEIC's project management, customer relationship management software and other tools;
- Supports HR administration, new employee onboarding, and other administrative tasks as required;
- Provides financial administration support to the Executive Director, Director of Finance & Operations and Director of Business Planning & Impact Investing, including invoice, financial data and document management, filing and processing, bookkeeping and expense report preparation, payroll tracking and processing support, spreadsheet preparation and other duties as required;
- Negotiates and manages administrative services and suppliers, materials, equipment and technology; takes remedial action to address any issues with administrative services and products;
- Receives scheduling requests for the Executive Director from various senior staff and external partners, schedules meetings, and resolves scheduling conflicts;
- Responds to general enquiries from staff and partners;
- Provides scheduling support for the Senior Leadership Team, the Board of Directors and for strategic
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