Executive Assistant - Jobs in Langford, BC

Job Description

Who We AreM’akola Housing Society (MHS) is an Indigenous affordable housing provider committed to supporting vibrant, diverse communities in British Columbia. Our portfolio spans the entire province and involves property management, asset management, Assisted Living and providing professional consulting services to other service providers.At MHS, we have energetic and engaged teams. Each member brings a unique approach and skillset, and together we are committed to delivering high-quality service to our tenants and their communities. We strive to create a welcoming and supportive environment where all team members take personal accountability for their work, have a passion for excellence, and are encouraged to achieve their full potential.We honour our Indigenous roots as an Indigenous organization and strive to hire and train interested Indigenous people to work in all areas of our organization. We understand that there have been historical events that have affected the identity of Indigenous people.We accept all self-identifying Indigenous employees including status, non-status, Metis, and Inuit pursuant to Section 42 of the BC Human Rights Code. We honour and understand Indigenous cultures and values and do our best to support our employees.If you have any questions regarding this position or applying for the position, please reach out and email us at: humanresources@makola.bc.ca or by phone: 778-402-9260. We want to support all applicants during this process.What We Offer

• Paid vacation and sick leave
• Additional paid time off between Christmas and New Years
• Matched Municipal Pension Plan (MPP)
• Medical Benefits
• Employee Assistance Program (EAP)
• Health & Wellness Program includes $250/year
• Professional Development Program

Position SummaryReporting directly to the CEO of both M’akola Housing Society (MHS) and M’akola Development Services Society (MDS), the Executive Assistant (EA) is responsible for the administrative, governance and communications support and confidential services to the CEO and the Boards of Directors. The EA works in a confidential environment where communications concern complex, sensitive and urgent matters related to MHS and MDS. As a non-profit organization governed by a Board of Directors, the EA has the important responsibility to manage all travel, catering, meeting venues, transportation, reports, and agendas for all board related meetings. The EA will take a proactive approach to organizing and participating in small to medium sized internal and external events such as Orange Shirt Day, Indigenous People’s Day, Pink Shirt Day, conferences and community events.This position is full-time, permanent, Monday – Friday, 35 hours/week based out of the Victoria regional office in Langford.Responsibilities

• Organize travel for the CEO that may include booking flights, car rentals, accommodations, ferry reservations, meeting venues, and catering
• Manage all administration for the Board of Directors of both MHS and MDS, executive, finance and all committee meetings including, but not limited to sending meeting invitations, attending meetings, taking detailed minutes, creating agendas, order catering, booking travel, and creating Board policies
• Proactively organize internal and external events by creating an annual event calendar and project plan for each event that may include booking travel such as venues, catering, and transportation, drafting communications, organizing guest speakers, and creating event project plans in consultation with the CEO
• Assist with strategic communications requirements and correspondence for the CEO and Board of Directors that may include but is not limited to presentations, PowerPoint slides, speeches, social media updates, and maintaining the website
• Draft proposals for grants that support community events and manage the financial contributions
• Assist the CEO of MHS and MDS with communications with external media through the development of news releases and CEO quotes
• Provide administrative support for annual events and programs including but not limited to the Makola Christmas Tenant Fund
• Research the Traditional Territories of all meeting locations and ensure M’akola acknowledges the Traditional Territories of all Indigenous communities within our offices, projects and endeavors by consulting with appropriate Nations;
• Support the CEO with any other various administrative tasks and projects as assigned
• Other tasks that may be assigned.

Experience

• Diploma in office or business administration, equivalent combination of education and experience may be considered
• 3 years of experience in an administrative role
• Experience using MS Office, especially Word, Excel, Outlook and PowerPoint
• Experience using initiative, sound judgement, tact and diplomacy to independently resolve issues and make decisions
• Experience maintaining composure and perspective in daily dealings with sensitive issues
• Experience working with Indigenous communities is an asset

Knowledge, Skills and Abilities

• Bring lived experience as an Indigenous person to the department
• Exceptional ability to understand the sense of urgency when assigned tasks
• Excellent written and verbal communication skills with strong attention to detail
• Takes initiative to ask questions and seek answers
• Goal-oriented with a strong desire to meet deliverables
• Ability to shift gears and change focus when needed
• Exhibits cultural sensitivity and awareness

• Ability to draft correspondence from brief instructions

• Confidently handle stressful and difficult situations in a positive manner
• Maintain confidentiality on all matters

Other

• Willing to travel
• Provide a clear Criminal Record Check upon selection
• Follow M’akola Housing Society Policies and Procedures

If a candidate requires reasonable accommodation or additional support to participate in the application process, please contact our HR department at humanresources@makola.bc.ca or call 778-402-9260. Any personal information provided will be maintained in confidence.Preference will be given to applicants of Indigenous ancestry (please self-identify) as per Section 41 of the BC Human Rights Code.Quick Apply

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