Executive Assistant / Adjoint.e de direction

Company Description

ABOUT US

The David Suzuki Foundation is a Canadian environmental non-profit organization, founded in 1990. We operate in English and French, with offices in Vancouver, Toronto and Montreal. We are a Canadian settler organization striving to protect climate, nature and communities, respecting the rights and title of Indigenous Nations. We believe that Indigenous leadership is key to our collective future. We aim to work with many different peoples across Canada, including First Nations communities, all levels of governments and citizens who care for environmental justice, to find solutions to create a sustainable Canada. We use research, traditional ecological knowledge, innovative policy and legal environmental solutions, communications and public engagement.

The vision we work toward at DSF is that we all act every day on the understanding that we are interdependent with nature, and with each other. To address the intersections of the climate and biodiversity crises with social justice and equity, the Foundation is committed to promoting equity, diversity and inclusion. As an organization, we are on a transformative journey to embed these values, decolonize our practices and become an anti-racist organization. Join us in creating a socially and environmentally just world, where diverse identities, lived experiences and world views are valued as essential to our collective future.

TITLE: Executive Assistant

TERMS: Permanent full-time (34 hours/four-day week)

LOCATION: Hybrid Vancouver

REPORTS TO: Executive Director

SALARY: $70K– $75K

THE ROLE

The Executive Assistant to Senior Leadership reports to the Executive Director (ED) and supports the EDs and the Senior Director, Operations’ daily activities, managing their schedules, sorting and prioritizing correspondence, maintaining and updating financial records and processes, and preparing correspondence and meeting materials as required. This role is an important conduit for Senior Leadership’s various workstreams and facilitates connection and collaboration between Senior Leadership, the Leadership team and its working groups, the Board of Directors, external audiences, and staff across the organization.

KEY RESPONSIBILITIES

• Provide administrative support to the Executive Director and Senior Director, Operations including managing calendars, responding to requests, preparing reports, drafts, and correspondence.
• In close collaboration with Senior Leadership staff, Board Planning, and Reporting Manager, Board directors, and the Leadership team, support board and board committee meeting planning and preparation.
• Support board record maintenance and filing architecture.
• Provide scheduling, agenda-setting, and minute-taking support for Leadership Team meetings and other meetings as required.
• In close collaboration with the Senior Leadership team, routinely review department priorities and update/maintain Senior Leadership’s identified annual and strategic plan deliverables via relevant platforms/documents.
• Support departmental and board events and retreat planning, including Leadership Team, All-Staff, and board retreats.
• In close collaboration with the Finance and Administration department, coordinate recurring financial, administrative, and operational processes for the Senior Leadership team to ensure a seamless workflow, including assisting Finance team with securing appropriate signing authority.
• Support Executive Director and Senior Director, Operations with budget management, including support with contracts and tracking budget over/under spends and variances.
• Ensure accurate and timely expense processing to enable transparent financial tracking and reporting.
• Support Senior Leadership’s external relationship stewardship (i.e. vendors, donors, and general inquiries).
• Support the training of team members on the use of financial tools and forms, and adherence to established administrative policies and processes of the organization.
• Maintain and update department’s administrative database and filing systems.
• Research and provide recommendations on special projects/tasks as required.
• Other duties as required

QUALIFICATIONS

Education & Experience

• 3-5 years of progressive senior executive administrative experience.
• Experience supporting C-level leaders an asset.

WHAT YOU BRING TO THE ROLE

Knowledge, Skills, & Abilities

• A collegial style that is relational, inclusive, transparent, and informed by equity, diversity and inclusion principles.
• Ability to effectively organize, prioritize, and adjust workplans to respond to shifting needs and deadlines.
• Ability to effectively collaborate and problem-solve across teams to advance multiple initiatives while managing competing priorities.
• Strong practical experience with Microsoft Office applications and strong technical problem-solving skills.
• Experience managing finances, budgeting, and expense processes.
• Proven skills in judgement, solid ethics, and discretion with all dealings (especially with confidential and sensitives matters).
• Ability to effectively engage and build relationships with multiple, diverse audiences (board, host First Nations, donors, staff, public).
• Excellent communication skills. French language skills are an asset.

WHAT WE OFFER

• Four-day workweek
• Competitive salary and generous benefits package
• Hybrid work opportunities
• Supportive work culture
• Chance to make a difference and help improve the health of our planet and all life on it

HOW TO APPLY

Please submit your resume and cover letter to https://davidsuzuki.org/careers/

The David Suzuki Foundation is strongly committed to equity and diversity and to creating a welcoming and inclusive workplace. We especially encourage applications from equity-deserving groups; specifically Indigenous and racialized people, members of the LGBTQIA2S+, trans and gender-diverse communities, women and people with disability, chronic illness and/or neurodiversity.