Executive Assistant to ED and Board
Executive Assistant to ED and Board
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Job Description
Executive Assistant to ED and Board
Job Title:Executive Assistantto ED and Board
Location: Sechelt BC
Employment Type: Parttime 28 hour per week)
Compensation: $27.38$30.35
About CommunityServices
Since 1974Sunshine Coast Community Services Society has been at the heart of creatingpositive change for people on the Sunshine Coast. With a legacy built on carededication and adaptability we proudly offer over 30 impactful programsacross the region. Our work spans four vital areas: Community Action andEngagement Together Against Violence Child and FamilyCounselling and Family Youth and Childrens Services.
Guided byour core valuessocial justice interdependence diversity compassion andrespectwe are driven to empower individuals and strengthen our seeking passionate valuesdriven individuals who want to make a realdifference in the lives of others. If that sounds like you join us and be partof our meaningful journey!
About theRole
TheExecutive Assistant plays a key role in assisting the Executive Director inleading with focus and impact. By managing daytoday administrative tasks andensuring smooth communication and coordination the role strengthens theExecutive Directors ability to advance the organizations the Executive Assistant provides essential support to the Boardof Directors helping to ensure effective governance and strategic position reports directly to the Executive Director or their Designate.
WhatYoull Do
Administrative& Executive Support
- Manages the ExecutiveDirectors calendar acting as both a gatekeeper andgateway to optimize access and prioritize scheduling.
- Coordinates schedulesand prepares for key meetings with internal and external stakeholders recordsnotes and action items.
- Plans organizes andhosts internal events for staff volunteers and clients.
- Maintains and updatesBCeID business accounts ensuring user access and account information remaincurrent.
- Drafts edits anddistributes written communications including responding to emails and othercorrespondence.
- Works proactively with theExecutive Director to keep them informed of priorities deadlines andresponsibilities.
- Oversees special projectsas delegated by the Executive Director and provides general administrative andoffice support as needed.
- Compiles maintains anddistributes programrelated documents and reference materials.
- Conducts policy researchand literature reviews; prepares memos and briefs on key program areas.
- Ensures organizationalpolicies are current and accessible via the public folder.
- Assists with preparationof administrative and expense reports.
- Composes and preparesconfidential correspondence; arranges travel itineraries and meetingmaterials.
- Maintains a high level ofurgency diplomacy and professionalism when managing requests.
- Assists in compilingdocumentation for grant and funding applications.
- Supports the developmentand finalization of the Business Improvement Plan.
- Creates and distributesSLT (Senior Leadership Team) meeting packages and takes minutes as needed.
BoardSupport
- Acts as liaison to theBoard of Directors providing administrative support including scheduling andfile organization.
- Communicates on behalf ofthe Executive Director with Board members and staff regarding programinitiatives.
- Maintains strictconfidentiality and professionalism in all interactions with the Board.
- Ensures compliance withbylaws and regulatory requirements including timely preparation anddistribution of meeting materials.
- Manages all registryfilings such as bylaw changes and annual society reports.
- Prepares monthly boardpackages and takes meeting minutes.
- Assists in the creationand annual update of the Board Manual.
What YouBring
- Postsecondary degreecertificate or diploma in a related field or an equivalent combination oftraining and experience.
- 23 years of experienceproviding administrative support to executives preferably in a nonprofitorganization.
- Forwardthinkingindividual who actively seeks opportunities and proposes solutions with strongdecisionmaking capabilities.
- Demonstrated ability toexercise good judgment in a variety of situations.
- Excellent written andverbal communication skills along with strong administrative andorganizational abilities.
- Proficient in MicrosoftOffice (Outlook Word Excel and PowerPoint) and Adobe Acrobat.
- Familiarity with webplatforms and the ability to organize and facilitate virtual meetings andwebinars via Zoom MS Teams etc.
- Proven ability to workindependently on projects from conception to completion while handling a widerange of activities and confidential matters with discretion.
- Exceptional organizationalskills with the ability to prioritize and manage multiple tasks with strongattention to detail.
- Strong interpersonalskills and the ability to build effective relationships with a diverse range ofstakeholders including staff board members external partners and donors.
- Experience working withdiverse populations.
- Ability to work withminimal supervision.
Why Join Our Team
- Competitive and Transparent Compensation: We value fairness andclarity in our wages.
- Comprehensive Benefits: Employer covers 100 of health benefits and 75%of longterm disability premiums.
- Secure Your Future: Enjoy employer contributions to the MunicipalPension Plan (MPP).
- Generous Vacation Time: Start with 3 weeks in your first yearincreasing to 4 weeks in your second year.
- Wellness and Flexibility: Receive special leave annually for wellnesspersonal needs and more.
- Professional Development Support: Paid memberships for professionaldesignations and plenty of opportunities for growth.
- Community Impact: Be part of meaningful work that makes a real difference.
- Team Connection: Participate in our annual OffSite Team Building Day with funengaging activities that foster collaboration and connection
Additional information
- AClass 5 drivers license is preferred to travel attend meetings and eventsacross the coast.
- Flexibilityto work occasional weekends and evenings.
- CriminalRecord Check (CRC) clearance is required for working with vulnerablepopulations.
How to Apply:
Please provideyour resume and cover letter as part of your application for this role. Visitour career page for moreopportunities.
We arecommitted to ensuring our application process is accessible to all you require accommodations during any part of the application processplease contact
We are an equal opportunity employer and do not discriminate on thebasis of race religion color national origin gender sexual orientationage marital status veteran status or disability status.
Please visit our careers page to see more job opportunities.
Employment Type
Part-Time
