Executive Assistant

• Company: Science World
• Job Type: Full Time
• Job Level: Administration
• Job Type: Full Time
• Job Address: 1455 Quebec Street, Vancouver, V6A 3Z7
• Job Status: Permanent
• Positions Available: 1

Regular Full Time

Position:         Executive Assistant

Reports to:     President & CEO 

Science World is a BC-based charitable organization that engages the people of British Columbia in STEAM literacy. Our mission is to ignite wonder and empower dreams through science and nature. All Science World employees embody our values: Curious, Playful, Inclusive, Relevant and Collaborative. We also work with our employees to develop our identified core competencies at all levels of the organization.

Position Description:

We are seeking an Executive Assistant with a strong administrative background to support our President and CEO. The position will perform a variety of responsibilities to help enable our CEO to be as successful as possible, including time and calendar management, meeting and logistics coordination, travel planning and liaising with both internal departments as well as with the external community. The position also coordinates the Board of Directors meetings and calendar. Our ideal candidate is flexible, confident, self-motivated and able to work independently using initiative and judgment. With superb organizational skills, you thrive in a dynamic team-based environment and manage multiple priorities with ease.

Primary Responsibilities:

·         Day-to-day management of the CEO’s office, ensuring mail, phone calls, appointments and materials are appropriately and expeditiously handled

·         Manage the CEO’s calendars and contacts, including organizing and scheduling meetings, coordinate town hall meetings, coordinating related logistics, receiving and directing visitors, and organizing events

·         Perform a range of clerical duties such as taking notes, preparing documents, reports and presentations, following up on requests, maintaining current contact information, assembling relevant background documentation and information for internal and external meetings, etc.

·         Liaise and maintain effective communication with both internal departments and the external community, including the Board of Directors

·         Provides clerical and administrative support to Science World’s Board, its Committees and Task Forces

·         Sets up Board and Committee meetings and coordinates all meeting schedules – prepares agendas, reserving and preparing facilities, etc.

·         Prepares and collates agendas and meeting packages as well as composes minutes and reports for Board and Committee meetings

·         Acts as recording secretary in all Board meetings, as well as other Committee and Task Force meetings as assigned, making sure that all actions are duly noted

·         Updates and maintains all information and official documents for the Board and its Committees and Task Forces

·         Assists with the planning of events, such as the AGM and Board Retreat

·         Travel planning, organization and logistics coordination. Reconcile travel and business expenses and prepare expense reports. Organize, track and maintain relevant budget accounts

·         At the discretion of CEO, provides a range of assistance to team members to support CEO communication, strategic projects, including presentation preparation, research and writing

·         Responsible for maintaining a clean, tidy, presentable Executive Office area

·         Perform other duties as required

·         Post-secondary education in Office Administration, Business Administration or a related field

·         At least 5 years experience working in an Executive Assistant position 

·         At least 5 years experience acting as an institution liaison with a board of directors

·         Excellent oral and written communication skills

·         Strong emotional intelligence and commitment to advancing the interests of the organization and its mission

·         Positive and professional; someone who works well in a collaborative environment

·         Must demonstrate excellent judgment and have a discerning sensitivity towards confidential matters

·         Ability to interface with all levels of management and employees, and experience in dealing with external stakeholders at a senior level

·         Experience in managing a complex, fluid schedule

·         Exceptionally organized; A strong attention to detail and accuracy

·         Must be flexible with work hours; ability to adapt to changing priorities and manage multiple tasks

·         High proficiency in all MS Office applications (particularly Outlook, Word, Excel, Teams and PowerPoint) and in the use of the Internet

·         Proficiency with Slack, Beanworks, UKG Pro an asset

Benefits:

·         Competitive compensation

·         Hybrid working model

·         Laptop computer

·         Investment in professional development

·         RRSP contributions and matching

·         Full range of health benefits

• Salary/Wage: Commensurate with Experience

Do you feel you haven’t met every requirement? Studies have shown that women and people of colour are less likely to apply to jobs unless they meet every single qualification in the job posting.

Science World is committed to creating a diverse and inclusive environment so we strongly encourage you to apply even if you don't believe you meet every single qualification outlined, as you may have transferable skills that would be an asset to our team. 

It is conditional on pre-employment at Science World to be fully vaccinated against COVID-19.

Please apply by Tuesday, August 2, 2022 via the Science World careers portal:  http://scienceworld.ca/jobs

Please upload a cover letter and a copy of your resume as part of your application

* All offers are subject to satisfactory completion of reference and police criminal record checks.

We would like to thank all candidates. However, only those selected for an interview will be contacted *

Post Date: July 19, 2022 Deadline for Application: August 2, 2022