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Administration - Executive Assistant / COA Coordinator - SOS Children's Village BC

Apr 16, 2021
Surrey, British Columbia

ADMINISTRATION - EXECUTIVE ASSISTANT / COA COORDINATOR 

 

Job Description   

Position title:  Administration- Executive Assistant/ COA Coordinator 

Working location: Surrey Head Office  

Rate of Pay: $18-$22 / hour TBD 

Continent and Region: North America, Canada  

 

Summary: 

Reporting to the Executive Director, Director of Development, and Director of Finance the Executive Assistant / COA play a critical role in within the organization. This includes liaising with the board of governors, coordinating and supporting the entire governance process (including board meetings and committee meetings), managing the administration of governance materials, producing effective agendas and minutes, and tracking action items and motions arising from meetings. 

As the Executive Assistant/ COA Coordinator you will assist in maintaining the quality of agency documentation (i.e. policies, principles, guidelines, and procedures) and will assure compliance in terms of implementation into the organization.   

 

About SOS Children’s Village BC 

SOS Children’s Village BC provides family-based foster care for children and youth in our communities through our Village model. This includes support to caregivers, youth, and kids through residential services, program and support services, and wraparound care. 

We believe in keeping siblings together and in family strengthening, creating a sense of community and belonging, and in educating and empowering children to become contributing members of society. 

Working at the SOS Children’s BC means joining a team of passionate, hard-working professionals.  Who are committed to our organizational values of Courage We take Action, Commitment We keep our Promises, Trust We Believe in Each Other and Accountability We are Reliable Partners.   

 

About the Role 

Mission of the position:  

Executive Assistant/ COA Coordinator will assist in maintaining the quality of agency documentation (i.e. policies, principles, guidelines, and procedures) and will assure compliance in terms of implementation into the organization. The Executive Assistant/ COA Coordinator will be responsible for supporting the Executive Director, Director of Development and Director of Finance to ensure SOSBC is achieving its mission and goals. Please note, that 2021 is the organizations COA Accreditation Assessment year and the organization will be undergoing evaluation. The secondary role of this position is to provide administrative support to the senior management team in various areas of administration including Human Resources, IT, and governance. 

 

Areas of Responsibility 

Council on Accreditation (COA)  

Act as designated point of contact with COA; this includes, but it is not limited to working from the COA Portal, annually reporting to COA, and preparing the agency for re-accreditation.  

Chairing the Performance and Quality Improvement (PQI) Committee; scheduling and preparing the agenda for quarterly meetings, conducting quarterly file audits, and annual training events.  

Manage and maintain COA Accreditation standards and their respective action items; oversee COA standard leads in the implementation of standards and aid in the collection of outcomes for COA reporting.  

Collaborate with COA Accreditation Advisor through frequent meetings and online correspondence.  

 

Executive Assistant Support 

Provide the Executive Director (ED), Director of Development (DD) and Director of Finance (DF) with administrative support including, but not limited to: 

Executive Support 

  • Managing the ED’s calendar and commitments through careful planning, communication, and coordination 

  • Coordinating and prioritizing meetings with governors, regulatory bodies, and other key stakeholders 

  • Proofreading, editing, and formatting draft correspondence prepared by other staff for the ED’s signature 

  • Anticipating information needs and compiling information packages for meetings, conferences, appointments, etc. 

  • Managing daily administrative functions of the ED, including anticipating daily needs, ensuring the ED is briefed on all appropriate matters, maintaining effective tracking and bring-forward systems 

  • Providing administrative support to the Director of Development and the Director of Finance as needed or as directed to do so by the Executive Director 

  • Assist and take part in some events for the organization as required.

Human Resources support  

  • Preparing employment offers, and editing employment contracts for new or existing employees 

  • Providing a secondary means of support for administrative HR purposes when and if needed  

Board of Directors support 

  • Develops and coordinates board and committee meeting agendas and minutes and other materials that support the board to fulfill their duties. 

  • Coordinates and manages the administrative flow of materials, action items and motions for their approval and distribution to the Board. 

  • Supports the Executive Director and Board Chair with the onboarding and orientation of new Board members. 

  • At the direction of the Executive Director, updates the Board of Governors Manual and other internal procedural guidelines. 

  • Develops, implements, and manages the tracking system for the board and its committees’ action items to define timelines and follow-ups. 

 

Education and Experience  

  • Relevant formal education and training in administration and/or COA accreditation 

  • 2-3 years of experience in a related field 

 

KNOWLEDGE, SKILLS & ABILITIES 

Job Skills and Capacities 

  • Strong use and awareness of Microsoft Office 365 suite of products 

  • Effective time management and communication skills while working with multiple teams 

  • Anticipate future needs/self-starter 

  • Ability to work effectively with various internal department teams when and where necessary 

  • Demonstrated ability to interact with senior levels of leadership with tact and discretion 

  • Ability to adapt and focus on priorities given the day-to-day operations of the organization 

  • An overall approach of providing services and supports in the best interest of the organization 

  • Strong organizational skills and ability to achieve assigned tasks on time 

  • Willingness to engage in new projects apart from the day to day expected work outcomes 

  • Strong research skills and organization around information and data 

  • Experience and ability to work independently and remotely 

  • An understanding and desire to want to support and protect vulnerable children 

 

APPLICATION PROCESS 

We strongly encourage applications from members of communities that are marginalized or that experience structural discrimination including those identifying as Indigenous, people of colour, members of non-dominant ethnic, religious, linguistic, and/or cultural groups, women, (im)migrants/newcomers, people with (dis)abilities, and LGBTQ2S+ people, and we strongly encourage applicants to self-identify in their application if they feel comfortable in doing so. In order to achieve a representative team, preference may be given to applicants self-declaring as being a member of one or more of the groups identified above. The Foundation believes that a workforce that reflects the diversity of the communities we serve strengthens our ability to achieve our mission. 

Please submit your application through our careers site and include: 

  1. Resume (upload as PDF). 
  2. Cover letter (upload as PDF) 

  3. Three references who can speak to your skills and experience (whether paid or unpaid). Please enter these directly into the provided fields in the portal. The Law Foundation may request that a candidate provide supplemental references if required. 

 

This job is from CharityVillage