Executive Assistant

 

Reporting to the Executive Director, the Executive Assistant enhances the effectiveness of the Executive Director and Management Team by providing information management support and also acting as a liaison between the Executive Director and Employees, families and guardians.  This person is highly visible and assists in establishing the proper atmosphere for the Association’s chief administrator.

 

This position requires discretion, initiative and sound judgment as well as quality technical knowledge, the ability to provide a wide variety of executive assistant duties and skills to coordinate a high volume of administrative detail.   Consistent ethical behavior and the ability to maintain strict confidentiality when required are essential.  The Executive Assistant will possess excellent communication skills, both written and verbal and have very strong leadership skills.

 

The Executive Assistant supervises the Administrative Assistants and the IT specialist within the organization, ensuring that office operations and technology are handled smoothly and efficiently.

Specific Duties and Responsibilities 

Facilities and Maintenance Coordination

  • Oversee the maintenance staff

  • Oversee the repair and maintenance of all BHSSA properties, furniture, fixtures and equipment which may include hiring of contractors to complete tasks from time to time

  • Manage booking of agency vehicle and other equipment

  • Prioritize staff requests for equipment requisition or repairs

 

OHS Coordination

  • Oversee the OHS committee (HARM committee) and representatives

  • Prepare agendas for and lead monthly HARM meetings

  • Ensure agency OHS policies and procedures align with government and sector requirements

  • Keep all staff informed of relevant OHS changes

 

IT Coordination

  • Oversee the IT department

  • Supervise IT Specialist

  • Work with IT Specialist to prepare agenda for monthly IT meeting

  • Analyze future IT needs of agency and work to stay ahead of potential technological disasters

 

Staffing and Supervision

  • Supervise office Administrative staff

  • Identify qualifications necessary to fill vacant positions

  • Participate in the recruitment of staff by screening applications, interviewing prospective candidates and checking references as part of an interview team.

  • Ensuring an orientation for each new staff, according to policy, utilizing the orientation process and checklists as applicable

  • Monitor ongoing performance of staff formally and informally.  Evaluate staff performance in accordance with policy

  • Develop annual performance appraisal goals with each staff member

  • Review position descriptions with staff at annual evaluation.  Revise as needed.

  • Develop position descriptions for newly created positions as required.

  • Ensure personnel files are kept up to date and ensure confidentiality at all times.

  • Advise Executive Director of changes or additions needed in the staffing model.

  • Promote team building and open communication at all times.

  • Address staff issues, differences and grievances as they arise in an open, supportive and development oriented manner.  Document and relay major problems and staff grievances to the Executive Director for joint action.

 

Office Management

  • Ensure clerical and reception area is set up efficiently and pleasantly.

  • Ensure all office/administrative equipment is in good working order. Arrange for replacement of equipment in conjunction with Executive Director

  • Ensure an ongoing, efficient system for use of telephones and relaying of messages.

  • Ensure an adequate method of handling and distributing mail and other information as it is received.

  • Maintain a working knowledge of computer equipment and programs and update as required.

  • Ensure that clerical staff handle requests from the public appropriately and that they are referred to the appropriate party.

  • Ensure that clerical staff order adequate office supplies in line with budget and that major request for supplies or equipment are referred.

  • Ensure that an efficient system of filing administrative information is completed in a timely manner and is maintained and regularly updated by clerical staff.

  • Ensure all essential records and information are kept in an orderly fashion and that sufficient security if provided as per policy.

 

Administrative support

  • Provide administrative support to the Management Team (Program Coordinators, Program Director and Executive Director)

  • Attend to administrative details not requiring the immediate attention of the Executive Director and/or Program Director

  • Maintain appointment calendar for the Executive Director

  • Arranges and schedules appointments, meetings and travel arrangements for the Management Team and the Board of Directors

 

  • Conserve Executive Director’s time by reading, researching and routing correspondence, drafting letters and documents, collecting and analyzing information.

  • Records Management; this includes developing and utilizing filing and retrieval systems.

  • Attend regularly scheduled meetings with the Executive Director and other members of the Administration Team as necessary.

  • Accompany the Executive Director to meetings, when required.

  • Drafts, prepares and distributes the final agenda with supporting materials and prepare conference room for Board Meetings, Leadership Team meetings and general office and staff meetings.

  • Attend and take minutes at meetings of the Board of Directors.

  • Assists in developing budgets, monitors and coordinates budgets as directed.

  • Willingly provide support in all areas of the organization as necessary.

  • Perform miscellaneous administrative tasks as requested by the Executive Director.

  • Conduct research on topics as required, and make recommendations based on the information provided.

  • Manage all paid contractors in conjunction with the Employment Team

  • Regularly communicate with Insurance Company regarding possible claims, property updates and insured drivers for company vehicle

 

Individual Support

  • Establish a supportive and effective relationship with staff.

  • Act as a role model and display appropriate responsible behavior.  Ensure staff also maintains this standard.

  • Promote and advocate on behalf of the organization, the organization’s services, and the Individuals supported.

 

Program Development and Implementation

  • Assist in developing and coordinating the implementation of the organization’s Policy and Procedures.

  • Assist in establishing and coordinating the implementation of company administrative policies.

 

Liaison

  • Act as a liaison between the Executive Director and other Employees within the organization as well as the Executive Director and families/guardians

  • Use a variety of media to communicate information to Employees, families/guardians and external contact, including email, phone and websites

  • Communicate in a professional, timely, accurate and respectful manner with Individuals, families, Guardians, Employees and community representatives.

  • Communicates advice and instruction from the Executive Director to others in the Agency office and at regional sites

 

Teamwork

  • Facilitate team meetings and attend all sessions and general staff meetings.

  • Attend and participate in Leadership meetings and trainings as related to this position

  • Work effectively with team members in a positive and professional manner.

  • Act as a resource for information necessary to the team in the support of the individual.

  • Uphold responsibilities to colleagues as per Employee Code of Ethics

  • Relay important concerns to supervisor in a timely manner.

           

Professional Development

  • Identify training and developmental needs with supervisor

  • Attend relevant seminars as available

  • Participate in management meetings and sessions

  • Maintain a general knowledge of the Association including its purpose and activities

 

Other

  • Perform special assignments and related duties as assigned by Executive Director

 

Qualifications 

Education

  • Relevant College Diploma I.e. Business Office Management, Administrative Professional

 

Experience

  • 2 to 5 years of increasingly demanding administrative support experience

  • Supervisory experience

 

Skills/Abilities

  • Superior Computer skills

  • Superior verbal and written communication

  • Superior Leadership skills

This competition will remain open until a suitable applicant is found.

To apply for this position, please email your cover letter and resume to hr@bhssa.ca.