Executive Assistant, Community Action Initiative - Vancouver, Canada - Canadian Mental Health Association BC Division

Canadian Mental Health Association BC Division

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About Community Action Initiative (CAI)

CAI was created to support community-led projects that focus on mental health and substance use issues in British Columbia (BC).

We provide funding and training opportunities for community-based organizations across BC to develop and implement innovative service projects that respond to the needs of individuals and families experiencing mental health and/or substance use challenges in their communities.

Our work complements the provincial government's Pathway to Hope:

A roadmap for making mental health and addictions care better for people in British Columbia, which charts a course to an improved future for health and well-being in B.C.

Responsibilities

Act as the point of contact between the ED, leadership team, employees, donors, and other external partners.
Support the ED to ensure the smooth flow of information and activities in a busy organization with everchanging priorities.
Handle sensitive information appropriately and use good judgement in problem solving.
Handle and prepare all aspects of confidential and sensitive documents, and ensure critical timelines are met.
Manage the ED's calendar, set up meetings, make travel arrangements (accommodations, flights, etc.)
Prepare, reconcile, and submit expense reports.
Review invoices received for payment in an accurate, efficient, and timely manner.
Coding and matching of invoices and receipts, ensuring approval of invoices, filing and other duties as assigned.
Be resourceful, highly organized, selfmotivated and anticipate the needs of internal and external stakeholders.
Prepare agendas, attend meetings, schedule, and take minutes as requested.
Maintain a close working relationship with other departments.
Compose, review, and follow through on internal and external communication with a commitment to accuracy and attention to detail.

May serve as the primary point of contact for internal and external stakeholders.

Assist with internal and external communication efforts, organize, plan and coordinate special events and projects.
Handle all confidential information for ED; organize and maintain files.
Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings.
Advise and keep the ED updated and informed of issues within the various departments and offices.
Ensure that the ED is properly briefed and prepared for meetings and all engagements.

Qualifications

Completion of a postsecondary degree/diploma in Business Administration and/or equivalent experience.
A minimum of 3 years' experience in relevant role.
Experience with Payworks is an asset.
Proficient computer skills, including Outlook, Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must.
Strong organizational, project management and problemsolving skills with impeccable multitasking abilities.
Exceptional interpersonal skills.
Friendly and professional demeanors.
Is highly selfmotivated, professional, and capable of managing their workload and prioritizing tasks in a fastpaced environment.
Uphold a strict level of confidentiality.
Have exceptional written and verbal communication skills.
Thrive in a complex work environment, with the ability to demonstrate excellent time management skills, ability to juggle multiple projects and responsibilities, organize workload and set priorities with an outstanding attention to detail.
Highly developed interpersonal skills and the ability to work effectively with all levels of staff.
Enjoys people, is open, approachable, tactful, politically sensitive, diplomatic, and highly confidential.
Ability to exercise good judgment and work with sensitive, critical, and confidential matters.
Demonstrated knowledge of budget monitoring.
Familiarity with the role and responsibilities of charitable association and its Board of Directors.
Demonstrated interest in the work of nonprofit organizations in general and the health or mental health sectors in particular.

Working Conditions

This is 0.6 FTE, and the usual work week is 22.5 hours Monday through Thursday. Most work is accomplished during 9 am to 5 pm business hours, although flexibility is required to be available in noncore hours relative to assignments.
In addition to extended work hours during certain times of the year, this role requires working some Saturdays and some Friday mornings and/or evenings for Board and Committee meetings, as required.
Performance shall be reviewed annually by the Executive Director.
Flexibility to travel occasionally if required.
Hourly Range: $ $45.33 plus a competitive benefits package.

**How To Apply