Search Homelessness Services Association of BC

Job Description / Duties

Job Posting #E035-84

Executive Assistant – Full Time, New Westminster

Classification: Executive Assistant

Lookout Housing and Health Society is a charitable organization and social safety net that provides housing and a range of support services to adults, with low or no income, who have few, if any, housing or support options. As the people we serve have challenges meeting basic needs and goals, we place minimal barriers between them and our services. We believe that helping people help themselves is essential in addressing homelessness and all the issues that surround it. Securing appropriate housing is the first and most essential step in achieving responsible independence for individuals. For more information about Lookout, please visit www.lookoutsociety.ca

Organization Structure

Reporting to the Chief Executive Officer (CEO) of Lookout Group of Non-Profits, this position provides senior-level support to the CEO.

Summary of Responsibilities

The Executive Assistant provides the CEO with comprehensive administrative support, facilitates day-to-day operations, and maintains appointments. Key duties and responsibilities include completing tasks arising from the activities of the CEO, supporting the day-to-day operations of the Executive Leadership, supervising and coordinating workflow related to the CEO tasks, determining priorities of staff completing duties assigned by the CEO, to ensure the accurate and timely preparation of material arising from the CEO’s work and completion of a wide variety of tasks arising from both internal and external sources. Additionally, the EA will liaise with the general community, governments, and the service community, as well as other service agencies and professionals.

Scope and Complexity

The position deals with sensitive and confidential issues that often significantly impact the Society and services, requiring much discretion. The position works independently as well as in close collaboration with other staff. The position exercises judgment and problem-solving skills to complete work. The EA assesses the demands on the CEO and, where appropriate, handles issues both in person and through written communication. It will be crucial in enhancing efficiency and productivity by efficiently managing and prioritizing executive calendars, scheduling meetings, appointments, and events, and coordinating travel arrangements and itineraries for executives as directed by the CEO.

The Executive Assistant will be a key point of contact for internal and external stakeholders, requiring exceptional communication and interpersonal skills. The job role occurs primarily within the Administration location but will be required to occasionally attend a variety of program locations. On call hours may vary.

Communications

Internal and External

The majority of internal communication is with Lookout’s Leadership team and both Society and Foundation Board of Directors. The Executive Assistant has direct contact with staff throughout the Society and provides regular reports to the Chief Executive Officer. External communications will primarily be to the general public, organizational stakeholders, the Boards of Directors, and government representatives. Communications can be sensitive and the position must utilize a thorough knowledge of the Society, Lookout’s policies and procedures, COA requirements, Society Constitution and Bylaws, and Collective Agreement(s) in addition to strong communication and interpersonal skills to respond effectively to inquiries or provide direction.

Duties and Responsibilities

• Organize and coordinate Board meetings (both Society and Foundation), including agenda preparation with CEO, logistics, and follow-up actions. The EA may attend meetings, take minutes, and distribute relevant documentation as required.
• Attends approved work-related conferences and seminars to promote and maintain professional development.
• Develop quality improvement tools and create/maintain tracking forms and evaluative tools.
• Coordinates the administration of assigned projects, and develops organizational systems. Develops necessary documentation and reporting systems to maintain accurate records and communication for the Society.
• Produces and maintains various accurate and well-designed documents including correspondence, briefing notes, letters, presentations, memos, meeting agendas/minutes, graphs, and reports utilizing various word processing and spreadsheet software. Proofreads and edits documents for grammar and stylistic consistency.
• Maintains a current knowledge of Board Governance and complies with all Bylaws, and Lookout policies and procedures.
• Organizing orientation for new Board members, including updating the orientation information materials, scheduling tours, etc.
• Conduct research, compile information, and prepare as needed for consideration and presentation by executives, committees, and both organization’s Boards of Directors.
• Ensures that proper security procedures are followed in the handling and storing of all confidential material, ensuring compliance with FIOPPA and PIPA.
• Ensures staff and guests’ rights of privacy and confidentiality are maintained in accordance with policy and as required by law or contractual agreement.
• Screens requests, and complaints or concerns to the Chief Executive Officer to determine the importance and urgency of response. Record suggestions concerning the department's operation and initiate appropriate action or refer recommended action and feedback to the CEO.
• Coordinates all administrative logistics for meetings and other events, including planning travel, conferences, and setting up phone or virtual meetings. Resolves time conflicts as required.
• Ensures proper security procedures are followed in the handling and storing of confidential material.
• As directed by the CEO, keeps the Directors informed on board actions and prepares reports for the Directors and various agencies, including the government.
• Performs other related duties as required.

Qualifications / Required Skills

Qualifications

• Post-secondary education in a relevant discipline such as Administration or Business or an equivalent combination of training and experience.
• Two years experience working in the community social service sector.
• Experience with office management is an asset.
• Strong organizational, schedule management, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Previous experience working in a complex, union environment.
• Criminal Record Clearance for work with the vulnerable sector.
• Valid BC Class 5 Driver’s License.
• Proof of two Covid 19 vaccinations.
• OFA 1 First Aid Certificate, WHMIS, NVCI, and Naloxone trainings

Additional Information

Lookout Housing and Health Society is committed to empowering people from different races, gender, age, religion, identities and unique experiences. We welcome everyone from diverse backgrounds and encourage them to apply in order to foster an inclusive environment.

Salary: $26.24 - $29.11 per hour

Contact Information

TO APPLY: Submit cover letter and resume to Terri.Mackay@lookoutsociety.ca

CLOSING DATE: April 25, 2024 @ 17:00 Hours

Please note only shortlisted candidates will be contacted

Employer Profile

Lookout Housing and Health Society is a charitable organization and social safety net that provides housing and a range of support services to adults with low or no income, who have few, if any, housing or support options. As the people we serve have challenges meeting basic needs and goals, we place minimal barriers between them and our services. We believe that helping people help themselves is essential in addressing homelessness and all the issues that surround it. Securing appropriate housing is the first and most essential step in achieving responsible and independent individuals. For more information about Lookout, please visit www.lookoutsociety.ca