Regional Executive Assistant - Jobs in Vancouver, British Columbia

Job Description

Who we are At Heartamp; Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke. We believe in equity, diversity and inclusion ― it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living disabilities are encouraged to apply. To learn more about our mission, values, commitment to EDI, and the difference Heartamp; Stroke makes in the lives of people in Canada at every age, please visit our website. The opportunity (Please note Heartamp; Stroke offers hybrid working and this role requires candidates to be in the Lower Mainland region.) Reporting to Senior Vice President, Western Canada, this role provides senior-level administrative support and coordinates communication and information requests for the Senior Vice President (SVP).  Additional administrative support and coordination is also provided to the rest of the Senior Leadership Team (SLT) in the region.    This role also provides administrative support and coordinates activities related to the Provincial Advisory Board (PAB) and works with the SVP to ensure timely and appropriate response/delivery. Working with the SVP, the individual will establish administrative systems and processes, support their uptake and utilization across the province, coordinate with respective leads and help ensure the regional team meets its objectives and delivers on its mandate.      The role is expected to exercise initiative, independent judgment and discretion in managing the SVP’s schedule and daily activities and therefore must be highly organized.  The role supports the PAB and uses discretion in the dissemination of information to Board Members, Committee Members, staff and the various stakeholders in the region. Flexibility, tact and diplomacy are essential, as well as an unflinching commitment to confidentiality.    How you will make an impact every day Administrative Support  

• Provide administrative support to the SVP and the regional SLT, including scheduling and coordination of meetings, meeting materials, travel arrangements and other administrative tasks. 

• Provide occasional administrative support to department senior leadership team  

• Support the SVP to navigate, facilitate and coordinate the development of key deliverables and review of materials for their full portfolio (e.g., committees, planning, etc.) 

• Support the planning and coordinating of administrative procedures and systems and devise ways to streamline processes 

• Manage electronic filing system, creating files and records as necessary using professional judgment and knowledge of office requirements, updating files and records, determining retention and purging, and retrieving files and documents as needed.  

• On behalf of the SVP, monitor leave requests from reporting staff and track team vacations. 

• Process, record and track expenses and other contractual documents requiring SVP approval or for which the SVP is accountable. 

• Coordinate, manage and arrange travel arrangements. 

• Reconcile expenses and Visa statements in a timely manner. 

• Act as point person for reconciliation of the corporate credit card for the SLT.  

• Process purchase orders, supply orders, administrative claims and invoices. 

• Monitor and track revenue and expense budgets; produces reports as required. 

• Provide in-person or virtual meeting, videoconference, and event support. 

• Coordinate with other staff to plan, organize and co-ordinate regional related functions, special events and interdepartmental projects as required  

• Provide vacation coverage for other Executive Assistants as needed 

• Handle designated projects and provide regular updates of the progress and outcomes. 

Internal and External Relationship Management  

• Act as first contact for SVP by providing appropriate direction to requests while ensuring efficiencies in scheduling, and by responding with judgement, discretion and diplomacy 

• Organize leadership meetings, coordinating agendas and materials with the SVP and reach out to colleagues to ensure materials/requirements are met in desired timeframe.  

• Liaise with other teams and volunteers as an ambassador of the office of the SVP 

• With direction from the SVPamp; VP, Philanthropy schedule meetings with donors and prospects and ensure materials are prepared for these meetings 

• Determine appropriate course of action, referral and or/ respond to inquiry calls or queries from internal and external stakeholders (e.g., employees, donors, provincial board members, organizations, etc.) ensuring that all such correspondence is handled professionally and in a timely manner  

• Anticipate and support internal meetings, external meetings, including timely scheduling, pre- and post-documentation.   

• In collaboration with Internal Communications, coordinates communication from the office of the SVP and translation of documents as required  

• Collaboratively provide assistance to other departments as appointed on a project basis  

Ontario Board Coordination and Support 

• Coordinate logistics and support for all PAB and Committee meetings 

• Prepare Board and Committee materials for distribution and coordinate action items post board meeting 

• Act as the key point person for scheduling meetings and coordinating requests to Board meetings  

• Track Key Success Measures for all four boards 

Development Administrative support 

• Process gifts that are received by the Development team 

• Support the development of contracts, approvals and invoicing for corporate sponsorships  

• Keep the CRM system up to date with pledge payment, billing and invoice dates 

• Monitor and track the revenue and expense budgets for the Development team.  Process purchase orders and invoices for the team.  

• Provide administrative support to donor events including sending invitations, managing lists and ordering materials 

Who we need Education

• Post-Secondary education with a focus on business administration 

Experience

• 3-5 years relevant administration experience and coordination of similar activities for an executive office  

• Proven project coordination and/or management experience across a whole department/function  

• Experience supporting confidential and senior-level decision-making, demonstrating discretion  

Skills

• Possesses a pleasant and professional telephone and email correspondence manner.  

• Superb interpersonal skills along with outstanding verbal and written communication skills  

• Knowledge of administrative processes, practices, and procedures and able to support adherence/compliance to corporate requirements, templates and policies 

• Superior ability to maintain confidentiality at all times and display a high degree of discretion.  

• Ability to take the initiative and be self-directed, assessing and determining priorities  

• Knowledge or experience working in multi-level/matrix reporting organization  

• Highly organized and able to multitask 

• High attention to accuracy, detail and quality, with an analytic and problem-solving mindset 

• Excellent organizational, interpersonal and relationship-building skills 

• Ability to grasp new concepts quickly and respond in a fast-paced department is an asset 

• Proficient in computer applications for administration and information management (i.e., SharePoint, Excel) 

• Exceptional computer skills with sound working knowledge of all MS Office Suite applications (MS Word, PowerPoint, Microsoft Outlook) 

• Knowledge of Raiser’s Edge, Blackbaud or other CRM databases is an asset  

• Digital fluency including demonstrated proficiency with web conferencing programs like Zoom, MS Teams, and the MS suite of programs.   

What we offer At Heartamp; Stroke, we make it a priority to foster a culture of caring by implementing practices and programs that foster respect, compassion, trust and attentiveness to our own and others’ health and well-being. In addition to a competitive salary, we believe that time off is integral to the personal health and wellness of our employees. We offer a generous paid time-off package including vacation days, personal days, wellness days, and paid company-wide closure between December 25 and January 1. We also provide competitive health, medical, dental and vision benefits, life insurance, disability benefits, an employee assistance program (EAP) and a defined contribution pension plan with employer matching. Our employees also enjoy a flexible hybrid working model and reimbursement for mobile phones and home office setup, as well as opportunities for professional development.Salary range: 75k-80k Apply now If you want to join the fight to beat heart disease and stroke, please apply by sending your resume by January 3, 2025. Applicants must be currently residing in Canada and legally entitled to work in Canada. Only those candidates that qualify will be selected for an interview. At this time, all interviews are being conducted via phone and/or video call ― we look forward to “virtually” meeting you!Accommodation We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please let us know and we will do our best to address your needs.Powered by JazzHR