Executive Assistant

JOB DESCRIPTION FOR: EXECUTIVE ASSISTANT

REPORTS TO: EXECUTIVE DIRECTOR

Reporting to the Executive Director, the Executive Assistant is responsible for providing a supportive role to the Executive Director, Leadership Team and Board of Directors. This position is responsible for minute taking at organizational, committee and Board meetings, developing presentation materials and managing confidential reports. The Executive Assistant performs administrative duties while maintaining a high degree of discretion, often of a confidential nature, in support of the Executive Director, Leadership Team and Board members with their essential job tasks.

This position is 3 days per week - Monday, Tuesday, and Thursday.

The incumbent is responsible for Administrative and Clerical Support by;

1. Provides administrative support to the Leadership Team by creating the agenda and minutes of monthly meetings in collaboration with the Executive Director;

2. Performs administrative support to the Leadership team by creating documents, forms and reporting templates, organizing clerical systems, and tracking organizational data (e.g. quality improvement);

3. Attends and takes minutes at the monthly Board meetings; collates and distributes Board package each month; uploads Board Committee and monthly Board minutes to Board Group Share;

4. Provides administrative support to the Board of Directors such as collating orientation package and Annual Reports and coordinating preparation for the Annual General Meeting (e.g. ads; agenda);

5. Responsible to organize the monthly review of the Kiwanis Village Policy manual and Emergency Plan codes to update policies/procedures as required. Distribute and upload all policy reviews/revisions to appropriate electronic and hard copy locations;

6. Collates and distributes suggestion box summaries following management input;

7. Collates and distributes the Licensing reports and Incident reports each quarter;

8. Attends and takes minutes at various committee meetings including Resident Centered Care, Infection Control, Resident Food Committee, OH&S, general staff meetings, etc;

9. Acts as liaison with Accreditation Canada in uploading of required documents, accessing resources, and fulfilling any reporting requirements in collaboration with the Executive Director;

10. Responsible to organize and set up monthly Housing Information Sessions, providing all necessary documentation for distribution;

11. Assist with development and publication of Village Brochures, quarterly newsletters and any other relevant materials;

12. Recognizes and reports any abnormal conditions observed within the facility to the Executive Director

13. Performs other related duties as required.

QUALIFICATIONS:

- Grade 12 plus Office Administration Certificate or equivalent.- Minimum two years recent office experience.- Experience in non-profit sector would be an asset- Strong computer skills including a high level of proficiency in MS Word, MS Excel, Desktop Publisher, Power point and Outlook required.

SKILLS AND ABILITIES:

- Typing 50 wpm.- Skill in the use of related office and computer equipment.- Ability to communicate clearly and effectively both orally and in written work.- Must be able to work independently and part of a multidisciplinary team.- Must be diligent, respectful and polite towards others.- Discreet in dealing with confidential information.- Demonstrate the ability to take initiative.- Demonstrated ability to establish and maintain effective working relationships with superiors, coworkers, residents and the public.- Must maintain confidentiality of all records and reports.- Must maintain accurate and comprehensive record keeping and reports.- Must be flexible and responsible to meet the demands of the position.- Must be a hard working, dedicated, loyal staff member always willing to "go the extra mile".- Ability to carry out duties efficiently and within time allotment.

Job Type: Part-time

Pay: $26.00-$28.00 per hour

Information :

• Company : Kiwanis Village Nanaimo
• Position : Executive Assistant
• Location : Nanaimo, BC
• Country : CA