Job Description

Position Title:

Executive Assistant

Reports To:

Executive Director

Location:

Prince George

Employment Type

: Part-time(with potential to transition to full-time based on organizational needs and performance)

About Oncore Seniors Society:

Oncore Seniors Society is committed to providing safe, affordable housing and support services to seniors. Through our residences and programs, we aim to foster a healthy, engaging, and respectful environment for all.

Position Summary:

The Executive Assistant will provide high-level administrative, board, and project support to the Executive Director and the Board of Directors. This position requires exceptional organizational skills, attention to detail, and the ability to ensure that all tasks comply with Oncore Seniors Society's policies, procedures, and governance requirements.

Key Responsibilities:

Board & Governance Support

Prepare and distribute board and committee meeting agendas, minutes, and briefing packages in accordance with governance policy.

Track board action items, ensuring follow-up within policy-approved timelines.

Assist with scheduling, logistics, and compliance for all board activities.

Executive Support

Manage executive calendars, schedule meetings, and coordinate travel arrangements.

Draft, edit, and proof correspondence, reports, and presentations in compliance with communication policies.

Handle incoming correspondence, escalating matters as per internal policy guidelines.

Finance & Administration Assistance

Maintain accurate and secure organizational records, ensuring adherence to the document retention policy.

Assist with invoice processing, petty cash reconciliation, and expense reimbursements following financial control policies.

Maintain confidential personnel files and onboarding documentation in compliance with HR and privacy policies.

Project & Compliance Coordination

Track deadlines for strategic and operational initiatives, ensuring deliverables meet policy requirements.

Support grant application processes and reporting in compliance with funding obligations.

Assist with procurement and purchasing in accordance with the procurement policy.

Communication & Liaison

Serve as the first point of contact for internal and external inquiries, ensuring responses align with communication protocols.

Facilitate clear, timely, and policy-compliant communication between departments, residents, and stakeholders.

Qualifications

Minimum 3 years of experience in an administrative or executive assistant role, preferably in a nonprofit or governance-focused environment.

Strong knowledge of nonprofit policy, governance, and compliance.

Advanced proficiency in Microsoft Office 365 experience with accounting software and databases an asset.

Excellent written and verbal communication skills.

Strong organizational skills and attention to detail.

Proven ability to manage confidential information with discretion.

Work Environment & Hours

This is a part-time position with flexible scheduling. Occasional evening or weekend hours may be required to support board or organizational events.

How to Apply

Please submit your resume and cover letter, outlining your qualifications and experience, to lisa.giesinger@ocservices.ca by November 17, 2025.

Job Types: Part-time, Permanent

Pay: From $27,000.00 per year

Expected hours: 16 - 32 per week

Benefits:

Dental care Extended health care Flexible schedule Life insurance On-site parking Paid time off RRSP match Vision care
Work Location: In person