Executive Assistant

Job Summary

The Executive Assistant/Coordinator is responsible foradministering the activities of the Chief Executive Officer (CEO) and ChiefOperating Officer (COO) of Phoenix Society. The position also ensures thesmooth operation of the Society, including the work of the other PhoenixDirectors, as well as managinggovernance requirements, records, and filings. 

  Organizational Status

ThePhoenix Society is an accredited and licensed multi-service agency located inthe Lower Mainland of British Columbia and dedicated to providing accessibleservices and opportunities to people who face barriers related to addiction,mental health, housing, education, criminal justice involvement and/oremployment. 

Work Performed

Administration

• Providesenior-level administrative support to the CEO and COO, including handlingmatters of a highly sensitive and confidential nature
• Overseethe day-to-day management of the CEO’s calendar and activities to ensurehigh-value time utilization as per external and internal requirements
• Actas the receptionist for Phoenix’s Administrative Office by answering andmanaging incoming calls; greeting visitors; and dealing with situations in aprofessional and tactful manner.
• Prepareand produce a variety of materials such as letters, reports, presentations,agendas and meeting minutes. Proofread and edit letters, reports, andcorrespondence, and maintain files
• Managesall operational, logistical, and communication details for meetings involvingthe CEO and COO
•   Arrangetimely preparation of itineraries, background materials, and research reports
• Workclosely with the CEO and COO to ensure they are prepared for meetings,commitments, and presentations
• Conductresearch, collect, and analyze data to prepare reports and documents
• Takeminutes for all senior management team meetings and key organizational meetingsincluding director lead working groups.
• Liaisewith internal staff at all levels
• Managetravel and expenses for the CEO and COO.
• Designand maintain file management systems
• Workon projects contributing to the effective operations of the Society asrequested

BoardRelations

• Coordinatelogistics for all Board and Committee meetings, including compiling anddistributing agendas and all supporting materials; securing meeting locations; ensuringcorrect equipment is in place; and arranging refreshments
• Takeminutes for all Board meetings, ensuring proper record-keeping of Boarddeliberations, decisions and expenses
• Maintainall Board records, policies and procedures
• Assistwith Annual Report and government filings

  Qualifications

• Post-secondarydiploma  in business, administration,project management, etc.
• 3to 5 years of experience in executive and governance administration

Skills & Knowledge

• Highlevel of integrity and dependability with a strong sense of urgency andresults-orientation
• Strongskills in Windows, Microsoft Word, Excel, and database management systems
• Strongproblem solving, analytical, and creative skills with the ability to exercisesound judgement and make decisions based on accurate and timely analyses
• Stronginterpersonal skills and ability to communicate effectively in writing andverbally in English
• Abilityto work with senior executives including Board members
• Abilityto prioritize, meet deadlines, and manage multiple projects
• Demonstrated commitmentto the social sector with a passion for the organization’s mission is essential

Competencies

Approachto Work

• Demonstratesinitiative, flexibility, adaptability, and resourcefulness
• Demonstratesability to work with confidential and sensitive information.
• Activelyseeks and incorporates feedback to inform continuous self-improvement
• Setsgoals, creates and implements action plans, monitors progress, and evaluatesresults
• Adeptlymanages competing tasks and uses time efficiently and effectively

JobKnowledge & Quality of Work

• High-degree of relevant and current job knowledgeand skill
• Consistently produces accurate, thorough,high-quality work in a timely manner
• Builds and promotes a culture of health and safetyin the workplace
•  Implements and enforces best practices in healthand safety within the workplace

Judgement& Decision-Making

×        Models independent thinking and creativity

×        Demonstrates effective problem-solving skills

×        Makes clear, consistent, transparent and timelydecisions after contemplating various available courses of action

×        Exercises sound judgment in the best interests ofthe organization

Communication& Interpersonal Skills

• Expresses themselves clearly and professionallyboth verbally and in writing
• Displays high emotional intelligence; uses tact anddiplomacy in dealing with sensitive, complex and confidential situations
• Has a manner, style and presence that makes apositive impression
• Listens to and considers others’ views

  PersonalLeadership

• Models the organization’s core values of respectfor diversity equity and inclusion. and strength-based practices
• Fosters enthusiasm, energy, and commitment  
• Takes responsibility for personal actions, performance,and well being of self 
• Is reliable and accountable;

Teamwork& Collaboration

•   Effectively works with their colleagues to ensureorganizational success
• Champions positive working relationships with staffand external stakeholders
• Supports an environment of openness, and championsteamwork and communication across programs
• Leverages the expertise and experience of othersfor organizational success