Job Description

TITLE: EA, Office Manager & Board Liaison

REPORTS TO: President & CEO

Surrey City Development Corporation (SCDC) is a value-add real estate development company owned by, but separate from, the City of Surrey. Reporting to an independent Board of Directors, the corporation has independent financial oversight, operations, and governance. In addition to deriving financial value from real estate, a key dimension of SCDC's mandate is to help advance the City's urban, economic, social, environmental and community objectives. SCDC is focused on accelerating Surrey's growth into an even more complete community by delivering impactful "city building" projects that otherwise would not likely be developed by the private sector or government on their own.

Reporting to the President & CEO and working closely with the Board and all SCDC Team members, we are seeking an experienced and highly organized EA, Office Manager & Board Liaison to join our team. This role is responsible for office management, as well as supporting the President & CEO, the Board of Directors, and SCDC Management in carrying out the day-to-day activities of the company. As SCDC's operations begin to accelerate, this role plays a critical part of our operations - the glue that holds everything together. The EA, Office Manager & Board Liaison will play a key role in maintaining structure, improving processes, and fostering a culture of collaboration and excellence.

RESPONSIBILITIES

Executive Assistant support to the President & CEO

(+/- 30% of time)

Manage calendar, contact lists, arrange meetings and travel requirements General support including assistance with correspondence and creation of presentations and reports

Office Management

(+/- 40% of time)

Initiate and review operating expenses and corresponding invoices Coordinate the preparation and delivery of the Annual Report and Business Plan Manage the creation of purchase orders, professional service agreements and change orders. Organize and maintain accurate records of same. Conduct document control for development projects and related submissions Assist with preparation of Requests for Proposals (RFPs) and review consultant deliverables Coordinate annual insurance renewals Administer SharePoint access and permissions Liaise with the City of Surrey in response to Freedom of Information requests Manage employee entries and exits (create and maintain onboarding and offboarding process documentation and perform employee onboarding for each new hire), safekeeping of personnel files and records Maintain organizational chart and oversee administration of payroll, benefits, and performance plans Oversee vacation and sick days tracking for all staff, ensuring data accurately represents payroll reports General bookkeeping, including managing the invoice approval process, data entry, tracking costs against contracts, and setting up vendor payment files Manage internal filing systems and ensure documents are properly archived and easily accessible Initiate and oversee team building and other staff events Oversee the purchases of office supplies and materials Oversee company website and manage content updates Manage scheduling of office-wide calendars Assist with preparations for meetings, special events and catering Review articles for uploading on social media and track company's media presence Ad-hoc general administrative tasks as required

Board & Management Support

(+/- 30% of time)

Liaison between Corporate Secretary, Board and Management Coordinate and assist in the preparation of Board/Committee Meeting packages, including preparation of Agendas, compiling packages, and uploading packages to Diligent Boardbooks Coordinate Board/Committee meetings and member schedules by ensuring all respective members receive calendar invites, timely distribution of meeting materials, booking meeting rooms in advance, and field all communication from Board/Committee Members to Management Ensure all key takeaways from Board/Committee meetings are documented and follow up with Management on same Coordinate and assist in the preparation of Board/Committee Reports relating to administration, minutes and consent resolution signatories Process quarterly remuneration for Directors and propose annual Board Calendar Conduct arrangements for annual Strategic Planning Session, Public Open House, AGM, Board Site Tours Ensure documentation and signing authority is completed for any change in Officer

DESIRED QUALIFICATIONS

Minimum ten years' office experience with a minimum five years' working as an office manager and/or executive assistant Experience with general bookkeeping responsibilities, and understanding of basic accounting principles Post-secondary education in business administration or related field is preferred Excellent spoken and written English communication skills Extensive knowledge of MS Office including PowerPoint, Outlook, Word, and Excel and strong technical resolution skills Experience working with Board of Directors and governance of an organization is preferred Knowledge of Diligent Boardbooks preferred Must be extremely detail oriented, organized and able to manage time effectively Highly professional and capable of keeping subject matter confidential Highly reliable and able to work efficiently with minimal supervision, take initiative, and be a team player Proven ability to develop strong working relationships Good-humoured, energetic and self-motivated with a can-do attitude

LOCATION AND HOURS OF WORK

Location:

This position will begin as a remote position and will eventually become full time in the office, as the company seeks to secure an office space in Surrey, BC.

Hours of Work:

Hours of operation are Monday - Friday, 9:00am-5:00pm. This is a full-time role, requiring 40 hours of work per week. Even though this position is remote to start, the successful candidate is expected to work during the company's regular business hours.

HOW TO APPLY

Please submit your Resume and Cover Letter to careers@scdc.ca

Job Types: Full-time, Permanent

Pay: $75,000.00-$90,000.00 per year

Benefits:

Dental care Extended health care Life insurance Paid time off
Work Location: In person