Executive Assistant

Company Name: DIVERSEcity Community Resources Society
Location: Canada
Posted by:

Lolly Gagnon, CPHR

Lolly Gagnon, CPHR

Director, HR & Communications at DIVERSEcity Community Resources Society

DIVERSEcity Community Resources Society is actively seeking applications from experienced individuals for the position of Executive Assistant.   The Executive Assistant is responsible for providing support to the Board, Chief Executive Officer (CEO) and the Executive Team in meeting the day-to-day operational needs of the organization.

The key areas of responsibility are:

• Provides executive assistance to the CEO, Board, and Leadership team in all aspects of the organization to ensure the smooth operation of the organization’s administration department;
• Handles all of the Society’s confidential documents and information stemming from the functions of the CEO/Leadership Team, including issues pertaining to personnel, risk management, and liability are in a professional, prompt, competent and courteous manner;
• Prepares correspondence including formal letters, emails, memos, reports, and general correspondence for the CEO;
• Provides administrative support to the preparation and submission of funding proposals and other applications as directed by the CEO and Leadership Team;
• Responds to outside inquiries about services offered by the organization. Communicates with other community service agencies and/or ministries regarding programs at DIVERSEcity;
• Provides support to the Board Secretary in the maintenance of all Board records onsite and on the Board portal including all onboarding documentation for new Board Directors, Board Director terms, scheduling interviews for new Board Directors, annual Board documentation per the Board Calendar, compiles and maintains current the Board Director Handbook;
• Ensures that the Society is in compliance with the “Society Act” by ensuring that all statutory filing, licensing requirements, and society records are accurate;
• Responsible for all society business pertaining to the AGM including the CEO/Board Chair report for the AGM report, keeping membership database updated, communicating to the membership including notice of AGM and distribution of AGM materials including proxies and filing of all resolutions at the BC Registry post-AGM;
• Coordinates and sets up meetings, travel, conference calls, registration for events/webinars, room bookings and creates agendas, itineraries for the CEO and the Leadership Team as needed;
• Assists Leadership team with internal events such as the Canada Day BBQ, staff milestone celebrations and the annual staff Christmas party;
• Performs other duties as required including local travel to run errands/complete tasks.

 

Qualified candidates will possess:

• Post-secondary degree or diploma in a related field and completion of an Executive Assistant program or equivalent;
• Minimum of 5+ years’ experience in supporting at an executive level (i.e. C-level, VP, EVP, etc.);
• Extensive knowledge of the Societies Act, BC Registry and BC Corporate Online filing requirements and minute-taking at a Board of Directors and executive level;
• The high degree of diplomacy and discretion in handling business and confidential matters;
• Strong organizational and time management skills with excellent attention to detail;
• Excellent working knowledge of Microsoft Office, video conferencing, Zoom, Skype, conference call systems, databases, creation of templates, formal writing and presentation software (ie: PowerPoint);
• Ability to take initiative, multi-task, meet deadlines and work well under pressure;
• Highly energetic and must have an upbeat, positive, personable, professional, can-do attitude;
• Ability to work both independently and collaboratively within an office structure;
• Expert levels of communication, verbal, written and computer skills;
• Exercise professionalism at all times and especially when representing the organization at events and in meetings;  
• Must have access to vehicle and class 5 BC Driver’s License;
• Experience in project management, event planning or event management at the executive level is an asset.

 

A Criminal Record Check is a requirement of employment.  

DIVERSEcity is committed to employment equity and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples and visible minorities. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact our HR department at hr@dcrs.ca. Any personal information provided will be maintained in confidence.

 

APPLICATION REQUIREMENTS:

Please go to https://easyapply.co/job/job-title-executive-assistant?rcid=linkedin to apply for this position. Please note that only those short listed will be contacted.

*Please note our system only allows for one document to be uploaded per applicant. Please upload one document that includes your cover letter and resume in either Word or PDF format.*

As part of the application process, you will be prompted to complete a short questionnaire. Please ensure all questions are answered.

For a full listing of current opportunities with DIVERSEcity, please visit our website at dcrs.ca/work-with-us/.

• Seniority level

  Associate

• Employment type

  Temporary

• Job function

  ManagementAdministrative

• Industries

  Nonprofit Organization ManagementCivic & Social OrganizationIndividual & Family Services