Job Description

POSITION SUMMARY

Commissionaires Victoria (CVIY) is a full-service security services company operating as a Not-for-profit with a diverse customer base of commercial, residential and government accounts. CVIY has a mandate to provide meaningful employment to veterans of the Canadian Armed Forces, the RCMP, their families and others who wish to contribute to the security and well-being of Canadians.

Reporting to the Chief Executive Officer (CEO), the Executive Assistant is responsible for providing executive and administration support to the CEO, and through the Board Chair, to the Board of Governors (Directors). The position requires a proven ability to manage a diverse and busy workload with initiative and is a confident self-starter. The ideal person will have already demonstrated a high level of trustworthiness, flexibility, organizational skills and responsiveness working with confidential materials and communications. Attention to detail and the ability to plan and work effectively with senior executives is critical.

The day-to-day work involves supporting the CEO and Executive team along with the Board Chair, and balance of the Board from time-to-time. CVIY operates in a very competitive marketplace and this role is pivotal in supporting the Executive and Board in pursuit of strategic objectives.

KEY ACCOUNTABILITIES AND JOB REQUIREMENTS

• Provides executive and administrative support to the CEO, Board of Governors and Executive team including, but not limited to coordinating meetings and appointments; managing travel; and preparing confidential correspondence, documents and reports.
• Provides executive support through reading, researching, and routing correspondence; collecting and analyzing information;
• Helps support CEO appointment schedule and contact information by planning and scheduling meetings, conferences, teleconferences, and travel.
• Coordinates and attends CEO Management and Executive meetings, records and distributes minutes and follows up on departmental actions required.
• Coordinates departmental compilation of the Management Report to the Board and monthly and quarterly departmental KPI tracking and reporting.
• Creates and maintains electronic and hardcopy files for the CEO and Board documentation; maintains historical Board and Corps information.
• Provides support to the Board Chair and associated Board committees by preparing and distributing agendas and supporting documentation for Board meetings and AGMs, making travel and/or meeting reservations and arrangements
• Creates reports including expense account reports for CEO and Board of Governors
• Attends Board and Board Committee meetings; recording and distributing minutes and any other duties as authorized by the CEO and/or Board Chair.
• Maintains and updates the Board\xe2\x80\x99s accounts.
• Plans and coordinates the Board\xe2\x80\x99s annual strategic planning session(s); coordinates in-briefings for new Board members; working with Public Affairs,
• Coordinates CVIY\xe2\x80\x99s participation in community projects and at public, social, and business gatherings as requested by CEO and the Board from time-to-time.
• Plans, coordinates, and executes CEO/Board social functions including: Annual Awards Events; Board and Executive outings and events; client appreciation events and holiday functions.
• Helps support CVIY website Executive content
• Assist with and participate in yearly internal audits.

REQUIRED QUALIFICATIONS / EXPERIENCE / KNOWLEDGE / SKILLS

• Self-starter who is flexible and can work independently as well as in a team environment.
• Strong spoken and written communication skills.
• Strong organizational skills and attentive to detail
• Strong interpersonal skills including tact, diplomacy, maturity, and a high level of professionalism.
• Completion of a post-secondary degree or diploma in business administration, legal assistant or paralegal or a business-related discipline is preferred.
• Significant experience in business or administrative support roles, with Executive Assistant experience in a corporate office environment supporting CEO, Directors and senior level executives.
• Experience in support a Board of Directors or Board of Governors
• Proficient in the Microsoft office suite of services including PowerPoint, Word, Excel, and Outlook, internet functions (including the use of search engines to research information).
• Ability to multi-task and problem solve under tight time constraints.
• Creative and intuitive thinker.
• A passion for the customer and for our social mandate.

REWARDS

• Competitive Base Salary
• Group-life Insurance and Long-term Disability
• Health & Dental coverage
• BC Transit ProPass (or equivalent)
• Preferred Banking through BMO
• Paid sick, and vacation time
• RRSP contributions

Commissionaires Victoria, the Islands, and Yukon proudly celebrates diversity through an inclusive work environment, and welcomes applicants from candidates of all backgrounds.

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