2024-25: Executive Assistant

The Fort St. John Association for Community Living has been supporting individuals with developmental disabilities and complex needs for over 60 years. We are committed to a positive work environment where employees feel engaged and supported.

JOB SUMMARY:

Reporting to the Chief Executive Officer, the Executive Assistant is responsible for managing the day-to-day operations of the Office of the CEO. A highly visible position, the Executive Assistant is the CEO's first representative to people inside and outside the organization. The Executive Assistant will be an organized, highly professional, and energetic individual with a positive attitude and proven ability to provide administrative support to the CEO in supporting the Board of Directors. Strong people skills, computer technical skills, written and verbal communication skills, and ability to handle confidential information is a must. The Executive Assistant must be a self-starter, be able to manage multiple tasks, and be able to proactively and independently solve problems.

This is an excluded position and is covered by the non-union compensation guidelines.

Benefits:

• Salary range: $55,000.00-$60,000.00
• Competitive benefits package, including extended health, dental, life insurance, LTD, and enrollment in the Municipal Pension Plan.
• Drop-in Gym and wellness membership at Prevail Athletics, Today Techniques’ “The Gym,” and the FSJ Leisure Pool.
• Development fund.
• Employee Assistance Program (EFAP)

Key Duties and Responsibilities:

The Executive Assistant is required to develop extensive knowledge of our structure, scope, values, aims and objectives. Typical work activities shall include but are not limited to:

CEO:

• Screen and/or return telephone calls, inquiries, and requests; handle them appropriately, including arranging call-backs, providing back-up materials for call-backs, routing calls to appropriate personnel or departments as needed, and conducting phone inquiries as needed.
• Receive and communicate the concerns or inquiries directed to the CEO from staff, volunteers, other agencies, and participants to the appropriate departments.
• Respond to, or initiate letters, emails, and faxes for proofing and signature, or arrange essential mail in priority action order for CEO.
• Conduct background research and present findings on subjects the CEO is dealing with, resulting in documents, briefing papers, reports, and presentations.
• Coordinate with appropriate staff to ensure the CEO is well-prepared for meetings, speaking engagements, and other public appearances.
• Make necessary travel and accommodation arrangements, including preparing itinerary, trip files and supplies, and complete expense reports after trip.
• Organize/maintain filing system and contact lists for CEO and Board of Directors, ensuring records management procedures and best practices are followed.
• Organize and maintain the CEO calendar and appointments.
• Coordinate all aspects of teleconferences or meetings including invitations, agendas, and facilities.
• Provide appropriate hospitality for those attending meetings with the CEO.
• Act as recording person to record and distribute action or decision minutes and ensure follow up on behalf of the CEO.
• Prioritize and ensure action is taken on all items directed to the CEO.
• Represent the CEO at offsite meetings and functions as required.
• Liaison with community, non-profit, political, other leaders, and other staff.
• Participate in community and Association committees and events as required.

Board of Directors:

• Oversee the Board TEAMs platform for all Board of Directors Committees and functions.
• Coordinate and prepare for Board meetings:
• Arrange catering for the Board meetings.
• Prepare the Board meeting agenda.
• Take minutes during Board meetings.
• Prepare any documents needed for Board meetings.
• Liaison with the Board of Directors.
• Coordinate and prepare Board requested updates to governance policies and procedures with the CEO.
• Ensure records management procedures and best practices are followed for all Board documents and records.

Hours of Work:

As required, with a minimum of 37.5 hours per week. Participation in meetings, conferences, and events may involve long workdays, frequent travel, and occasional evening and weekend work.

Education and Work Experience:

• Post-Secondary education in Business Administration or a related administrative services field or three years of direct or related experience.
• Project management experience.

Knowledge, Skills, and Abilities:

• Has a passion for serving people who are living with mental health and intellectual challenges.
• Proficient in Microsoft Office, including Word, Teams, Excel, PowerPoint, Power BI, OneNote and Outlook.
• Excellent time management skills.
• Strong attention to detail and accuracy in all work performed.
• Excellent organizational, multi-tasking, and troubleshooting skills.
• Excellent interpersonal and communication skills.
• Ability to maintain confidentiality of sensitive information.
• Effective verbal and written communication, decision making, and professionalism skills.
• Ability to take initiative and to work independently as well as in a team environment.

Requirements:

• Valid driver's license, insurance, and reliable transportation.
• Vulnerable sector criminal record check.