THIS ROLE IS NOT INTENDED TO BE FILLED BEFORE OCTOBER 2023
Position Overview
Reporting to the assigned Director/Associate Director, the Executive Assistant provides exceptional administrative support to senior leadership team member, while handling multiple and simultaneous imposed deadlines. Effective communication and the ability to handle a high volume of work is essential to this position.
A professional and confident communicator, our Executive Assistant engages internal and external stakeholders at all levels, assesses demands and priorities, and develops and presents accurate and well-informed recommendations with confidence and clarity. Significant attention to detail, initiative and accuracy is essential for success.
Accountabilities
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Provides direct administrative support to the assigned Director/Associate Director and department management team, includes coordinating calendars, meetings, teleconferences, and other appointments as requested;
- Works closely and effectively with the Director/Associate Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately and proactively;
- Ensures that the Director/Associate Director is fully prepared for all engagements by providing vital background information as needed;
- Coordinates meetings, including development and dissemination of agenda, materials, calendar invites, configuration and co-hosting of virtual meetings, catering and hospitality and other logistical arrangements;
- Accountable for taking meeting minutes when requested and supporting the Director/Associate Director in the follow up, tracking and resolution of action items;
- Accountable for filing of electronic records in accordance with records management policies;
- Compiles information for reports from a variety of internal and external sources; undertake research to locate information, summarize material and recommend follow-up action;
- Liaises with senior leaders, board members and all levels of staff to collect data and produce a variety of documents for the Director/Associate Director;
- Composes, designs, formats, edits, and distributes correspondences, reports, spreadsheets, and presentations as requested using approved templates and in accordance with FMB branding guidelines;
- Prepares and/or reviews all documents, reports and correspondences prepared for executive signature for format, content, grammar, spelling and editing as necessary;
- Coordinate the provision of records to the Board Coordinator for inclusion in meeting material for the Board of Directors and Committees thereof;
- Produces electronic, scanned, and printed materials as required or requested;
- Coordinates file management ensuring an efficient digital and hard copy filing system;
- Anticipates role related administrative issues and assess risks, identifying proactive solutions which will eliminate or mitigate such risks in a timely manner;
- Plans and coordinates travel arrangements including the booking of air, vehicle and hotel reservations, preparation, and distribution of detailed itineraries. Organizes any required meetings, dinners, or visits;
- Prepares and submits expense reimbursements for the Director in a timely manner;
- Assists other Executive Assistants in their absence.
The Executive Assistant performs other related duties as requested.
Qualifications
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Post-secondary education in Business Administration or a related discipline;
- Minimum of five (5) years of executive level administrative experience in a national professional services firm (e.g. accounting, law/legal, consulting, etc.);
- Experience working in an Indigenous environment and working with a Board of Directors would be a strong asset;
- Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, Teams);
- Experience acting in a delegate role within Microsoft Outlook;
- Exceptional interpersonal skills, including outstanding oral and written communication capabilities;
- Ability to handle high degree of confidential and sensitive information with tact and discretion;
- Adaptable and flexible to re-prioritization of various competing demands with proficiency at managing high work volumes in a fast-paced environment;
- Exceptional organizational skills with a sense of urgency and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail;
- Must have an understanding, awareness and appreciation of Indigenous culture and history;
- Willingness to participate in ongoing education and training for the role including Indigenous Cultural studies;
- Must be fluent in English (spoken and written), French language is considered an asset.
Equivalent or relevant education and/or experience may be considered.
Working Conditions
- This position is located in British Columbia. Ability to work from the West Vancouver is preferred; Hybrid or Remote work may considered;
- Occasional National travel may be required.
