Job title: Executive Assistant & Board Liaison
Department: Administrative
Supervisor: CEO
Employment Type: Full-time, 5 days per week, 35 hours per week.
Location: Granville Island
Role Overview
Reporting to the CEO, this position is responsible for delivering and maintaining high standards of varied,plex and confidential administrative support to the CEO. The role is a pivotal support position, as they are a key liaison among staff members and between the CEO and external partners. The Executive
Assistant/Board Liaison will manage the day-to-day office operations and business activities of the CEO, including providing strategic management of the CEO’s busy andplex schedule, coordinating meetings with internal and external contacts, preparing and tracking the CEO’s expenses and arranging travel.
Key Accountabilities:
Executive Assistant / Board Liaison
Ensures timely distribution of meeting materials, tracks outstanding matters, writes minutes and ensures logistics are planned and followed through transparently.
Coordinates executive appointments, email management, filing, travel arrangements and expense reports.
Ensures that Arts Umbrellaplies with all the by-laws required by the BC Society Act and liaises with legal counsel as necessary.
Works directly with the Association and Foundation Boards andmittees.
Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management
Maintain and update office phone list, email distribution lists, and other similar systems.
Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies and equipment repair.
Onboarding and off-boarding employees from various systems.
Acts as co-Manager of the Crisis Management Team and ensures safety procedures and standards are adhered to.
Design,municate and oversee implementation of office operations, policies and procedures.
Continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.
Report any unsafe conditions, practices or injuries as soon as possible and take appropriate actions.
Performs related duties in keeping with the purpose and accountability of the job.
Qualifications:
Education and Experience:
Post-Secondary education, preferably in business administration or another related field.
Two (2+) years of progressive administrative experience and a customer service approach with the ability to anticipate needs and oues.
Technicalpetencies:
The advanced ability to effectively record and transcribe meeting minutes in a timely manner.
Advanced senior level office administrative skills and practices, including experience with Microsoft Office suite and Windows.
A solid understanding of the BC Society Act and the legal obligations of not-for-profit organizations.
A basic understanding of risk management and organizational policies, including the ability to assess possible liability.
A solid understanding of budget creation and management.
Professionalpetencies:
Able to use good judgment to assess the priority and sensitivity of different work items.
Superior organizational ability with excellent attention to detail and the capacity to work independently in a confidential and challenging environment where multitasking is essential.
Strong business acumen as well as excellentmunication skills, including interpersonal and writing skills.
management.
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