Job Description

Robert Half has a contract/temporary position just for you! This executive administrative assistant position provides a full range of administrative and secretarial support to the Executive Director and the Board Executive. The work includes managing information flow, gathering information for briefing notes, and ensuring timely responses to a large volume of highly sensitive inquiries and issues. This contract/temporary executive assistant role is located in the Chilliwack, British Columbia area.

DECISIONS AND RECOMMENDATIONS:

The Executive Administrative Assistant, under the direction of the Executive Director makes the following decisions:

• Reviews the Executive Director's calendar on a daily basis and sets priorities, arranges meetings, and coordinates necessary changes due to emerging issues;

• Reviews incoming mail and refers to the Executive Director or appropriate manager with all relevant documentation;

• Screens incoming information from sources including mail and priorities them;

• Responds to urgent, requests and determines, in the Executive Director's absence, if the issue requires immediate attention of the alternate Manager.

• Drafts and prepares letters on own initiative, and forwards to the Executive Director for approval and signature.

• Collects and coordinates material for any high priority government requested issues.

• Assists in the monitoring of expenditures and process invoices for payment.

MAJOR ACCOUNTABILITIES:

• Manages the day-to-day administration of Executive director's office including in the assisting in the flow of information and setting priorities;

• Prepares/types correspondence, Executive Director letters and reports, maintains confidential filings and tracking systems, and screens mail, visitors and telephone calls.

• Manages the Executive Director's calendar and prioritizes meetings, schedules and assignments.

• Receives a large volume of often highly sensitive inquiries/issues and collects accurate information and refers to the Executive Director, designate or appropriate manager.

• Prioritizes and arranges meetings including preparing relevant supporting documentation and material and taking and transcribing minutes.

• Arranges travel, prepares and code travel claims ensuring proper documentation is correct and complies with travel regulations.

• Processes all payment and activities relating to the Board.

• Establishes and maintains effective contacts senior and executive officials within and outside provincial and federal agencies.

• Maintains close liaison with management to ensure critical deadlines are met and projects or requests are completed. This includes gathering and coordinating required documentation for agency reports.

• Prepare quarterly and annual reports as directed by the Executive Director.

• Provides support to the Board.

• Other related duties.

REPORTS TO: Executive Director

Requirements

EDUCATION AND EXPERIENCE:

• Diploma (2 years) in any of the following fields of concern: business administration or office management preferred.

• Minimum of two years experience in a senior clerical or executive secretarial position related to office administration.

• Knowledge of methods for managing information in hard copy and electronic form including bring forward systems and file management systems.

• Strong knowledge of MS Office, Word, Excel, Power Point and Outlook.

• Self-motivated and have ability to work independently within a confidential setting with minimum supervision.

• Ability for being organized and must have good project coordination and monitoring skills and able to keep good recording system.

• Ability to deal tactfully with employees, community members and stakeholders.

• Proven ability to establish rapport with people of all educational and occupational backgrounds

• Excellent verbal and written communication skills and proven knowledge of grammar, spelling, business English and formats.

To be considered for this contract role, click the "Apply Now!" link or by using the Robert Half mobile app. Download it on the App Store or get it on Google Play today!

Robert Half would like to thank all applicants for their expressed interest however, only those candidates identified for interview will be contacted.