Executive Assistant - Vancouver, Canada - Louis Brier Home and Hospital

Louis Brier Home and Hospital

Verified Company

Vancouver, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Executive Assistant - Regular Full Time

PURPOSE / SCOPE OF POSITION

The incumbent serves as the Executive Assistant to the Chief Executive Officer (CEO), as well as supports the activities of the Board of Directors of the Louis Brier Home and Hospital, and the Board of Directors of the Weinberg Residence.

This dynamic position requires significant flexibility, the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.

It is the Executive Assistant's responsibility to maintain the CEO's calendar, including full management of appointment scheduling and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests, and scheduling and making necessary arrangements, as well as other calendar management activities and resolving time conflicts as required.

Other duties include organizing committee meetings and minute taking, planning for travel and accommodation for attendance at industry meetings and conferences; processing payment of expenses, honorariums and meeting costs for the CEO; handling of highly confidential and sensitive information such as personnel matters, staff related issues, grievances, client complaints, financial information, and confidential board activities.

The Executive Assistant serves as a liaison to the Board of Directors and Senior Leadership Team (SLT).

They participate in, prepare, and organize activities for the SLT and Boards, including meetings, organizing agendas and presentations, distribution of relevant meeting materials, and taking minutes.

This position is vital in supporting and participating in the coordination of the Louis Brier and Weinberg Residence Annual General Meetings.

The Executive Assistant manages the role of the Administrative Assistant to ensure efficient and effective admin support is provided to all departments across the organization.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

They will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

QUALIFICATIONS

Postsecondary education in Business Administration or related field, with five (5) to seven (7) years of recent related office administration experience, including three (3) years providing support to a senior executive role, preferably in a nonprofit organization. Certified Administration Professional (CAP) preferred.
Ability to understand and communicate at a senior management level required. Experience with working with a nonprofit Board of Directors is highly preferred.
Extensive experience in complex calendar management, coordinating, and scheduling executive level meetings and minute taking.
Expert proficiency in MS Office Suite (Outlook, Word, Excel, and Power Point) is essential, as well as demonstrated knowledge of Adobe Acrobat, Social Media platforms, and an ability to design and edit graphic presentations and materials. Must have knowledge of using video conferencing software, such as Zoom, MS Teams, WebEx, etc. Experience with WordPress is a benefit.
Exceptional interpersonal skills, ability to build strong working relationships and interact with internal and external stakeholders at all levels of the organization.
Experience in a health care setting is an asset to assist the incumbent in understanding the operations and language of the longterm care facility.

KNOWLEDGE, SKILLS AND ABILITIES

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external and community partners.
Ability to maintain a high degree of tact, discretion and diplomacy in a fast paced, changing environment.
Expert level written and verbal communication skills.
High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, community leaders, donors, and funded partners.
Ability to problem solve independently, and complete a high volume of tasks and projects with little or no guidance.
Ability to maintain a high level of integrity and discretion in handling confidential information.
Ability to ac