Airport Executive Assistant - Jobs in Cassidy, BC

Job Description

Job Posting POSITION IDENTIFICATION Position Title: Executive Assistant Department: Corporate ServicesReports to: CEO and CFOClassification Level: Level 4b (Non-Management Wage Grid) – Permanent / Full Time POSITION SUMMARY The Nanaimo Airport Commission (“NAC”) is a not-for-profit airport authority, created in 1990, to manage the Nanaimo Airport (“YCD”). The NAC owns the 224-hectare airport campus located in Cassidy, located approximately a 15 minute drive south of Nanaimo. Under the direct supervision of the President and CEO, the Executive Assistant’s role will include working closely with our leadership team by providingBoard support services, marketing and promotion duties, HR duties, and administrative support tasks.To be successful in this position you should be well organized, self-motivated, detail orientated, professional, and have excellent written and verbal communication skills.WORKING RELATIONSHIPS Coordinates with: President & Chief Executive OfficerChief Financial Officer & VP of Business DevelopmentVice President of Operations and Regulatory AffairsBoard of DirectorsNAC Staff from all departmentsContractor representatives & suppliersGeneral PublicDUTIES AND RESPONSIBILITIES Duties and responsibilities will include but are not limited to: Senior Management & Board of Directors ✈ Maintain the Board and Committee meetings calendar and co-ordinate respective meetings.✈ Prepare Board and Committee agendas and meeting minutes for approval and distribution.✈ Prepare digital and paper materials pertinent to meetings and distribute as required.✈ Prepare and maintain Board Orientation manual✈ Schedule appointments and take requests for the CEO and CFO.✈ Prepare materials as requested for senior management.✈ Co-ordinate travel and events for senior management and Board.✈ Lead co-ordinator for hosting community events✈ Prepare and/or assist senior management with presentations.✈ Track and obtain the required documents for Directors and diarize renewal dates.Marketing & Promotion ✈ Maintain a YCD event and activity calendar with advance notifications.✈ Manage planning and executing NAC events and activities.✈ Distribute promotional and marketing materials to approved sponsorship requests.✈ Collect, file and communicate media articles of interest to YCD.1Job Posting ✈ Prepare and distribute media releases as approved.Human Resources & Occupational Health and Safety ✈ Assists in the development and oversight of human resource services including job descriptions, various lists, and policies✈ Assists in the recruitment process including preparing job post, scheduling interview and preparation of interview materials.✈ Oversees the Airport’s Occupational Health and Safety ProgramAdministration ✈ Coordinate preparation of the Annual Report✈ Produce, print and reproduce materials as requested by management and peers.✈ Record, produce and distribute regular reports as required.✈ Maintain a database of all airport contacts.✈ Maintain digital and paper data files consistent with assigned duties and in a format as established.✈ Assist with reorganization and subsequent maintenance of the corporate network file structure.✈ Provide letter and document review to ensure professional standards.✈ Maintain an inventory of office supplies and requested items.✈ Maintain operating service levels of office equipment (ie. Postage, copier, etc.), requesting service and upgrades as needed.✈ Maintain association memberships and industry subscriptions as directed.✈ Track inbound and outbound mail✈ All other duties as assigned.Reception ✈ Primary lead for reception services at Administration office.Additional Duties and Responsibilities You may be assigned additional tasks, duties and responsibilities as required from time-to-time.QUALIFICATIONS, EXPERIENCE, AND COMPETENCIES ✈ Certificate or diploma in office administration.✈ Minimum 5 years recent related experience.✈ Proven ability to maintain confidences and ensure confidentiality of information and records.✈ Excellent customer service skills and ability to act with tact, authority and discretion.✈ Strong organization skills to effectively complete/deliver and prioritize assigned tasks and responsibilities within established timelines.✈ Ability to independently and intuitively problem solve.✈ Effective interpersonal, written, and oral communication skills including an exceptional command of the English language.✈ High degree of skill in recording and transcribing minutes.✈ Knowledge of modern office practices and procedures with reference to clerical and administrational operations, records management and communications.✈ Strong computer literacy, including the full suite of Microsoft office products, DocuSign, VirtualMeeting platforms, and database programs.2Job Posting ✈ Prior experience in any or all of the following would be considered an asset: o Marketing and promotion. o Human resources, and or o Working with a Board of Directors.WORK ENVIRONMENT AND PHYSICAL DEMANDS ✈ Work area is indoors in a climate-controlled environment with moderate background noise.✈ Approximately 80% of this position’s duties require use of a computer, sitting at a desk most of your working day.✈ Position includes occasionally carrying items over of various weight and size.✈ Extensive data entry may be necessary in this position.✈ Minimal opportunity to work from home.ADDITIONAL INFORMATION This position has been evaluated at an Level 4b (Non-Management Wage Grid) with an annual salary range of$60,600 (minimum) to $72,720 (maximum) per annum. Employment offers will normally be made between the minimum and midpoint of the range and are determined by knowledge, experience, and internal equity. TheNanaimo Airport offers a comprehensive benefits package including, vacation, sick leave, RRSP contribution,Employee & Family Assistance Program, and health benefits.APPLICATION PROCESS The Nanaimo Airport is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.APPLICATION PROCESS To apply for this opportunity, please email your resume and cover letter in pdf format with the subject line of“Executive Assistant” plus your name to: careers @ nanaimoairport.com.This posting will remain open until filled.While the Nanaimo Airport values all applications we receive, only those candidates shortlisted for further consideration will be contacted.3Job Type: Full-timeSalary: $60,600.00-$72,720.00 per yearBenefits:

• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• RRSP match
• Vision care

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Cassidy, BC: reliably commute or plan to relocate before starting work (required)

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