Executive Assistant, to the Director

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Executive Assistant, to the Director

Job Information
Author fnfmbhr
Date October 18, 2022
Deadline Open
Type Full Time
Company First Nations Financial Management Board
Salary $61,000 - $91,000 - Annual
Location Vancouver, BC
Category Business / Management
Client First Nations Financial Management Board
Contact Information
carol_thornhill@fnfmb.vom

Executive Assistant, to the Director

Position Overview

Reporting to the assigned Director, the Executive Assistant provides exceptional administrative support to senior leadership team member, while handling multiple and simultaneous imposed deadlines. Effective communication and the ability to handle a high volume of work is essential to this position.

A professional and confident communicator, our Executive Assistant engages internal and external stakeholders at all levels, assesses demands and priorities, and develops and presents accurate and well-informed recommendations with confidence and clarity. Significant attention to detail, initiative and accuracy is essential for success.

Accountabilities

  • Provides direct administrative support to the assigned Director and department management team, includes coordinating calendars, meetings, teleconferences, and other appointments as requested;
  • Works closely and effectively with the Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately and proactively;
  • Ensures that the Director is fully prepared for all engagements by providing vital background information as needed;
  • Coordinates meetings, including development and dissemination of agenda, materials, calendar invites, configuration and co-hosting of virtual meetings, catering and hospitality and other logistical arrangements;
  • Accountable for taking meeting minutes when requested and supporting the Director in the follow up, tracking and resolution of action items;
  • Accountable for filing of electronic records in accordance with records management policies;
  • Compiles information for reports from a variety of internal and external sources; undertake research to locate information, summarize material and recommend follow-up action;
  • Liaises with senior leaders, board members and all levels of staff to collect data and produce a variety of documents for the Director;
  • Composes, designs, formats, edits, and distributes correspondences, reports, spreadsheets, and presentations as requested using approved templates and in accordance with FMB branding guidelines;
  • Prepares and/or reviews all documents, reports and correspondences prepared for executive signature for format, content, grammar, spelling and editing as necessary;
  • Coordinate the provision of records to the Board Coordinator for inclusion in meeting material for the Board of Directors and Committees thereof;
  • Produces electronic, scanned, and printed materials as required or requested;
  • Coordinates file management ensuring an efficient digital and hard copy filing system;
  • Anticipates role related administrative issues and assess risks, identifying proactive solutions which will eliminate or mitigate such risks in a timely manner;
  • Plans and coordinates travel arrangements including the booking of air, vehicle and hotel reservations, preparation, and distribution of detailed itineraries. Organizes any required meetings, dinners, or visits;
  • Prepares and submits expense reimbursements for the Director in a timely manner;
  • Assists other Executive Assistants in their absence.

The Executive Assistant performs other related duties as requested.

Qualifications

  • Post-secondary education in Business Administration or a related discipline;
  • Minimum of five (5) years of executive level administrative experience in a national professional services firm (e.g. accounting, law/legal, consulting, etc.);
  • Experience working in an Indigenous environment and working with a Board of Directors would be a strong asset;
  • Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, Teams);
  • Experience acting in a delegate role within Microsoft Outlook;
  • Exceptional interpersonal skills, including outstanding oral and written communication capabilities;
  • Ability to handle high degree of confidential and sensitive information with tact and discretion;
  • Adaptable and flexible to re-prioritization of various competing demands with proficiency at managing high work volumes in a fast-paced environment;
  • Exceptional organizational skills with a sense of urgency and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail;
  • Must have an understanding, awareness and appreciation of Indigenous culture and history;
  • Willingness to participate in ongoing education and training for the role including Indigenous Cultural studies;
  • Must be fluent in English (spoken and written), French language is considered an asset.

Equivalent or relevant education and/or experience may be considered.

Working Conditions

  • This position location is determined in accordance with the Senior Leader’s location.
  • Occasional National travel may be required.
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