Executive Assistant/Office Administrator - MPA Society
POSTING DATE: February 18, 2021
POSTING NUMBER: 2021-18
POSITION: Executive Assistant/Office Administrator
REPORTS TO: Executive Director
WORK AREA: Administration Office, Vancouver
HOURS OF WORK: Monday to Friday, 9:00 am – 5:00 pm and as operationally required
POSTING CLOSING DATE: March 1, 2021
START DATE: ASAP
All candidates subject to a criminal record search.
Job Description including required qualifications below.
Please indicate Posting Number 2021-18 when applying.
To apply, please submit a resume and cover letter including salary expectations to: email@example.com
Please note that only short listed candidates will be contacted. Thank you for your interest and we encourage you to continue checking the MPA Society website for future postings.
About MPA Society
MPA Society is an award-winning and accredited non-profit agency that has supported people living with mental illness for over 49 years. Created on the principle of self-empowerment, our programs promote the dignity and well-being of people with mental illness by inspiring hope and supporting their recovery. MPA Society operates over 30 social, recreational, advocacy and housing programs that support people in their own communities.
This position supports the Executive Director and a variety of internal and external stakeholders. This dynamic and fast pace working environment will involve a balance between executive assistant duties and office administration duties. We offer competitive wages and benefits, and opportunities to grow professionally with the organization while applying your abilities and values in a meaningful way for those we support.
At MPA Society, the unique capabilities and talents of our employees are our greatest asset. We believe that a diverse workforce and inclusive workplace culture enhance our ability to work in partnership with the diverse communities and people we serve. MPA Society hires on the basis of merit, and we encourage applications from all qualified individuals.
TITLE: Executive Assistant/Office Administrator
REPORTS TO: Executive Director (matrix reporting line to Director, Finance)
The Executive Assistant/Office Administrator increases organizational efficiency by providing an extensive range of confidential and sensitive administrative support services. This role responds to a variety of internal and external customers and coordinates the flow of timely and accurate information. The Executive Assistant/Office Administrator also coordinates the organization’s information technology resources and systems as well as supports asset management and property management processes and activities.
- Prepares presentations, reports, correspondence, and other materials, and conducts industry research for the Executive Director. Provides timely delivery of transactional reporting and processing services with confidentiality, discretion and politically sensitive judgment. Organizes the Executive Director’s schedule by planning and scheduling meetings, conferences, and travel. Coordinates logistics for group meetings including the Annual General Meeting by scheduling attendees, room/location procurement, equipment, and refreshments. Takes minutes at various meetings. Compiles and updates materials for organization-wide use such as directories, organization charts, policy and procedure manual and Annual Report.
- Working with the Board Chair and the Executive Director, performs corporate secretary duties in support of the Board of Directors and Board committees, including coordinating meetings and events, developing agendas and schedules, preparing Board member packages, taking minutes and recording action items from Board meetings, managing the Board contacts, calendar and portal intranet site, and editing and drafting documents and correspondence.
- Supports the smooth and efficient functioning of the administration office by performing reception duties, liaising with various providers for services such as security, maintenance and equipment, implementing secure office systems such as filing and record keeping, granting and controlling security access to the site, reviewing invoices for payment, and ordering or procuring supplies.
- Acts as liaison with property management personnel to ensure adequate maintenance and operation across all MPA Society locations. Completes administrative and utilities billing duties as assigned. Coordinates access and resources for MPA Society locations as necessary.
- Coordinates the Society’s information technology function including liaising with the service providers as necessary, maintaining equipment inventories, user access management. Provides assistance and training. Supports updating both external and internal online content.
- Supports asset management and related activities for property and vehicle assets by tracking items identified for repair or replacement, reviewing invoices, and confirming that work has been completed as stated.
- Performs other related duties as assigned by the Executive Director.
A level of education, training and experience equivalent to post-secondary training in administrative/executive functions and 5 years’ experience in a non-profit agency or equivalent agency.
- Exceptional organizational skills and the ability to prioritize workload and manage multiple competing demands.
- Ability to build business relationships and trust, and to work well with the Board of Directors, all levels of management and staff, Society members, representatives of other agencies and other stakeholders.
- Excellent interpersonal and communication skills. A strong customer service focus and the ability to work collaboratively identify solutions and resolve issues.
- Strong business communication skills in both written and verbal form, with an ability to organize information and write clearly and concisely.
- Proficient with managing calendars, word processing, database and spreadsheet report generation, presentation creation and internet research.
- Ability to work both independently with minimal supervision and within a team environment.
- High standards of ethics and confidentiality and the ability to handle private and or sensitive information with tact.
- High level of attention to detail.
- Ability to exercise good judgement, show initiative and be proactive.
- Preferred knowledge of issues related to mental illness, homelessness, and addiction.