Executive Assistant (Full Time)

Company

Haida Gwaii Society for Community Peace

Description

Job Title: Executive Assistant

Reports To: Executive Director

Location: Masset, BC

Position Type: Temporary
Until Aug 17, 2021Level/Salary Range:

$24.48 –  28.52/ Hour

(Based on JJEP Wage Grid Level 12

This is an excluded position)

35 hours / week

Position Hours:

09:00 – 4:30

Monday to Friday, with optional flex hours

 

Date Posted: 12 March 2021

Posting Expires: 31 March 2021

 

Applications Accepted By:

Fax or E-mail:

(250) 626-4662 or ea.hgspeace@massett.ca

Subject Line: Executive Assistant position

Attention: Executive Director

Mail:

Box 811

2132 Collison Avenue

Masset, BC

V0T 1M0

 

Job Description:

Provides a variety of administrative and secretarial assistance in office. Produces reports from a variety of information sources and databases. Maintains various records, files and related filing systems.  May tracks office or program expenditures.

 

Role and Responsibilities

1.      Answers phones and /or in person inquiries and routes or records to appropriate staff members if required. Responds to routine queries with regard to organization and services.

2.      Picks up mail screens and prioritizes incoming correspondence and other materials for staff members; processes outgoing mail.

3.      Orients, monitors, and provides direction to volunteers and/ or practicum students.

4.      From rough draft or general instruction will provide word processing, data input and typing support such as correspondence, meeting minutes, forms, client information, proposal/ policy writing.

5.      Confidential proposal/ policy writing, documents and internal memoranda.

6.      Produces confidential reports from databases as required by the Executive Director by researching, collecting, organizing data, compiling then designing format, and printing reports.

7.      Participates in the recruitment and selection of employees by performing duties such as advertising vacancies, screening resumes, booking interviews for hiring committee, checking references and education requirements.

8.      Arranges meetings, schedules appointments and makes travel arrangements; books rooms for meetings. Takes minutes at meetings as required.

9.      Arranges Board meetings, prepares presented information, attends and records minutes, and provides confidential administrative support to Board members.

10.   Tracks confidential program expenditures by recording expenses, alerting the Executive Director to budget overruns and unusual expenses.

11.   Makes travel arrangements for staff and Executive Director.

12.   Maintains filing systems, key boxes or other records. As well as maintaining confidential employee records and is required to update, maintain and review files as necessary.

13.   Maintains agency website, with updates to the programs and job postings.

14.   Operates a variety of office equipment such as computers, printers, copiers, facsimile equipment, multi-line phone.

15.   Maintains office equipment listed above with supplies.

16.   Handles simple cash transactions such as collecting payments, issuing receipts, and maintaining petty cash in accordance with established guidelines.

17.   Benefit Plan Administrator: processes applications, adds new employees and deletes outgoing staff, assists employees with related questions, claims and forms.

18.   Monitors, orders and receives office and janitorial supplies.

19.   Maintains meeting room bookings within the office.

20.   Ensures that the office, meeting room kitchen and other areas are maintained in a clean and tidy manner.

21.   Performs other related duties as required.

 

Qualifications and Education Requirements

·                  Grade 12 or equivalency.

·                  Graduation from a recognized secretarial program  (1 year in length)

·                  Three years recent related experience

·                  Or combination of education, training and experience

Preferred Skills

·                  Ability to type 50 wpm

·                  Excellent knowledge of business English

·                  Ability to operate required equipment such as: Fax, computers, photocopying, telephones with multi lines

·                  Working knowledge of Microsoft products, i.e. Word, Excel, and Outlook

·                  Ability to work independently and in cooperation with others

·                  Ability to organize and prioritize

·                  Knowledge of general office procedures.