Reports To: Chief Executive Officer and Chief Operating Officer
Term: Permanent Full-Time
Hours: Monday to Friday 8:30am to 4:30pm with ½ hour paid break.
Wage Range: $19.00 to $23.00 commensurate with experience.
Vacation: Permanent Full-Time/Temporary Full-Time (over three months) who work more than 30 hours per week are eligible for three weeks paid vacation in the first year and they may be taken after a successful probationary period. In the second year, this entitlement increases to four weeks. In the fifth year, the entitlement increases to five weeks. Each year after five years the entitlement is five weeks plus one day for every subsequent year to a maximum of six weeks. Unless otherwise negotiated. Permanent Part-Time/Temporary Part-Time employees (22.5 hours per week and over on contracts more than three months) vacation entitlements accrue each payroll according to Employment Standards Act BC (as amended). Casual/On-Call/Permanent Part-Time/Temporary Part-Time employees (under 22.5 hours per week or on contracts less than three months) vacation entitlements are paid out each payroll according to Employment Standards Act BC (as amended).
Benefits: Permanent Full-Time employees are eligible for full health benefits (minimum 30 hours per week). Temporary Full-Time employees for a term longer than three months are eligible for full health benefits (minimum 30 hours per week). These hours can be fulfilled through a variety of permanent positions. Part-Time Employees are eligible to take part in our Health Care Spending Account which provides a tax-free partial reimbursement for eligible healthcare expenses up to the bi-annual maximum for Permanent Part-Time, Temporary Part-Time and Caretakers through a third-party administrator. Permanent Full-Time and Permanent Part-Time employees have access to the Wellness Plan benefit. All employees have access to two paid culturally sensitive days, Annual Retreats, Training, and ASK Staff Social Events.
Who is the ASK Wellness Society? The ASK Wellness Society is a not-for-profit organization that supports individuals within the BC Region with opportunities and the resources to change their current situation. It is about reaching out to those people who are homeless and battling addictions, helping them find housing and medical care, addressing their addictions, stabilizing mental health issues and, ultimately, providing them with the skills to re-enter the work force. The ASK Wellness Society administers an unconditional sense of hope to those who are convinced they are incapable of ever achieving a stable and meaningful life.
Purpose and Function: The Executive Assistant to the Chief Executive Officer (CEO) and Chief Operating Officer (COO) is responsible for providing comprehensive support to the CEO, COO and Management Team. Within this role you will be responsible for performing a number of administrative duties. This dynamic position requires the ability to anticipate needs, think critically, offer solutions to problems with a high level of professionalism/confidentiality, is highly self-motivated, capable of managing their workload and prioritizing tasks in a fast-paced not-for-profit organization.
• Serve as the primary administrative point of contact for internal and external constituencies on all matters pertaining to the CEO/COO, including those of a highly confidential or critical nature;
• Responsible for drafting agendas and transcribing meeting minutes for Management meetings and other meeting minutes as directed;
• Complete a broad variety of administrative tasks that facilitate the CEO and COO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence;
• Work in collaboration with the COA Implementation and Communications Specialist to coordinate scheduling and events for officers when required;
• Prioritize inquiries and requests while troubleshooting conflicts; make sound judgements and recommendations to ensure smooth day-to-day engagements;
• Maintain calendars and arrange meetings/appointments and provide reminders;
• Assist as the Board of Directors liaison to support and provide information when required;
• Organize and coordinate all staff meetings, management meetings and Society Annual General Meetings (location rentals, travel, food, beverages etc.);
• Monitor calls, take messages and reviewing correspondence;
• Ensure compliance with all ASK supportive standards, policies, and procedures;
• Maintain complete documentation, and records in files;
• Assist with required verbal and written reports, , letters, memoranda, and year end reports;
• Maintain files and documentation to the COA Standard;
• When requested, be a member of the COA’s Performance and Quality Improvement team in which you will encourage the organization to use data to identify areas of needed improvement and implement improvement plans in support of achieving performance targets, program goals, client satisfaction, and positive client outcomes;
• Other duties which may or may not be listed within this job description.
Qualifications and Suitability:
• Post-secondary Diploma, Certificate or Degree in Office Administration or related field;
• Minimum one year experience as an Executive Assistant reporting directly to senior management;
• Proven experience as an executive assistant or other relative administrative support experience required;
• Experience with mental health/addiction and homelessness issues an asset;
• High degree of professionalism in dealing with diverse groups of people;
• Must be proficient in Microsoft Office, which includes Word, Excel, PowerPoint, and Outlook;
• Working knowledge of community resources and asset;
• Excellent communication, writing, documentation, and organizational skills;
• Must pass criminal record check for vulnerable sector and reference screening;
• Must have access to vehicle in good working condition and possess valid driver’s license with relevant insurance;
• In-house Violence Prevention and Cultural Awareness Training provided;
• As clients are allowed to have pets, it is noted that this is a pet friendly environment.
The ASK Wellness Society is dedicated to promoting diversity/multiculturalism with inclusion as one of our Core Values. We are fully focused on equality and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, or age.
Closing Date: June 22, 2021 at 5:00pm
Interview Dates: June 30th, 2021