Executive Assistant (Full Time)


Haida Gwaii Society Of Community Peace


$25.21/ Hr

30 hours / week
09:00 am – 4:30 pm with ½ hour lunch
Monday to Friday, with option to add flex days
Occasional weekday evenings for scheduled Board Meetings

1. Maintains confidential employee records and is required to update, maintain and review files as necessary, including managing flow of new employee documents during the new hire onboarding process.
2. Provides first point of contact for public inquiries for the agency by answering phones and /or in person inquiries and routes or records messages to appropriate staff members if required. Responds to routine inquiries with regard to organization and services and provides friendly, professional reception service to the general public.
3. Screens and prioritizes incoming correspondence and other materials for staff members; processes incoming and outgoing mail

4. From rough draft or general instruction will provide word processing, data input and typing support such as confidential correspondence, meeting minutes, forms, client information, and proposal/ policy writing.
5. Drafts confidential proposal/ policy and other internal documents and various internal memoranda. Maintains professionalism and strict confidentiality of all materials and communications.
6. Participates in the recruitment and selection of employees by performing duties such as advertising job vacancies, screening resumes, booking interviews for hiring committee, checking references and education requirements, and taking notes at hiring interviews.
7. Produces confidential reports from databases as required by the Executive Director by researching, collecting, organizing data, compiling then designing format, and printing reports.
8. Benefits Plan Administrator: Tracks eligibility requirements and timelines for employee benefits plan enrollments and terminations. Processes benefits plan applications, adds new employees and deletes outgoing staff, assists employees with related questions, claims and forms.
9. Arranges meetings, schedules appointments and makes travel arrangements; books rooms for meetings. Takes minutes at meetings as required. Maintains meeting room bookings and schedule within the admin office.
10. Coordinates regular Board meetings, prepares presented information, attends and records minutes, and provides confidential administrative support to Executive Director and Board members.
11. Manages, coordinates, and arranges staff and Executive Director travel and travel-related activities, including hotel booking, transportation, and meal coordination.
12. Maintains and updates internal filing systems, key boxes or other records, including user management processes in the online ShareVision client information database system.
13. Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
14. Maintains and updates agency website, with updates to the programs and job postings.
15. Operates a variety of office equipment such as computers, printers, copiers, fax machine, multi-line phone.
16. Maintains office equipment listed above with supplies.
17. Coordinates overall organizational IT (information technology) service and repairs according to agency IT development plan.
18. Handles cash transactions such as collecting payments, issuing receipts, and maintaining petty cash in accordance with established guidelines.
19. Monitors, orders and receives janitorial supplies.
20. Ensures that the office, meeting room, kitchen and other areas are maintained in a clean and tidy manner.
21. May orient, monitor, and provide direction to volunteers and/ or practicum students as required.
22. May delegate and supervise casual Admin Assistant and basic maintenance staff and duties as required.
23. Performs other related tasks as required.
24. Grade 12 or equivalency.

25. Graduation from a recognized office administration or office information systems program (1 year in length)
26. Three years recent related experience
27. Or combination of related education, training and experience
28. Transferable education and experience will be considered

29. Ability to type 40-50 wpm
30. Knowledge of professional/business English, or proven written communications skills.
31. Ability to operate required equipment such as: Fax, computers, photocopying, telephones with multi lines
32. Working knowledge of office software products and office information systems, i.e. Word, Excel, Outlook, Adobe, and ability to learn new software and systems 33. Excellent written and verbal communication skills. 34. Flexibility, proactive approach to logistics, and a high level of efficiency with an ability to respond to changing priorities on a day-to-day basis.
35. Ability to work independently and in cooperation with others
36. Ability to organize, prioritize and complete multiple tasks with a high level of efficiency and attention to detail.
37. Knowledge of general office procedures.
38. Social media platform familiarity and experience would be an asset

Closing Date

Aug 24, 2022

How to Apply

(250) 626-4662 or ed@hgscp.ca
Subject Line: Executive Assistant position
Attention: Executive Director