Executive Assistant

Executive Assistant (2-month contract, potential to extend)

North Vancouver (On-Site)

$38.00 - $43.00 / hour

ABOUT US

STRIVE is a Vancouver based recruitment firm offering recruitment solutions in the specialist areas of Accounting & Finance, Corporate Administration, Operations & Manufacturing, and Technology. We are passionate about recruitment at STRIVE and commit to offering an upfront, genuine and consultative approach to everything we do - which is a big reason as to why we have been successful. Our proactive recruitment approach allows us to uncover high calibre professionals for niche, specialized and what are often regarded as "hard to fill" roles.

The Role

Reporting to CFO and Executive Director, Corporate Services, the Executive Assistant provides executive and administrative support to the CFO and Executive Director, Corporate Services. This position anticipates needs, manages priorities, and helps ensure the Executives are well informed, prepared and organized. The Executive Assistant will act as key liaison with Directors, staff, community members, and external stakeholders, bringing information forward diplomatically and adapting to different communication styles. The position supports the effective operation of the Executive Director’s and CFO’s offices and the Finance Department through calendar and meeting management, coordination of communications, preparation of briefing and presentation materials, meeting follow-up, and other senior administrative support. The role regularly interacts with community members and contributes to responsive and professional service to the community.

Responsibilities

1. Provides executive and administrative support to the Executive Director, Corporate Services and CFO.

· Manages calendars, meeting requests, scheduling, travel arrangements and other administrative requirements.

· Anticipates upcoming priorities, deadlines and commitments and ensures the Executives are appropriately prepared.

· Prepares agendas, briefing materials, presentations and other documents as required.

· Coordinates meeting follow-up, including minutes, action items and outstanding commitments.

· Handles inquiries and ensures information and requests are directed and followed up appropriately.

2. Coordinates Council, committee and governance requirements.

· Supports the Executives in preparing for Council and committee meetings, including the Finance & Audit Committee, Strategic Planning & Budgeting Committee and Corporate Services Committee.

· Coordinates the preparation, review and timely submission of Council resolutions, briefing notes, presentations, reports and supporting documentation.

· Maintains schedules of upcoming Council and committee requirements, deadlines, decisions and follow-up actions.

· Assists with agendas, minutes, action tracking and other governance documentation as required.

3. Coordinates departmental reporting and key deliverables.

· Coordinates the preparation and timely completion of quarterly reports, annual reports, departmental updates and other recurring reporting requirements.

· Collects and organizes information from Finance team members and other departments and supports the preparation and consolidation of reporting materials.

· Maintains reporting calendars, templates, deadlines and follow-up processes to ensure required deliverables are completed on time.

· Supports the preparation of briefing materials, presentations and information reports for the Executives.

4. Manages and coordinates internal and external communications.

· Acts as a key point of contact between the Executives and staff, leadership, community members and external partners.

· Coordinates correspondence and ensures important information, requests and commitments are appropriately tracked and followed up.

· Drafts and prepares correspondence, presentations and other communications as required.

5. Provides administrative coordination for the Finance Department and Corporate Services.

· Coordinates administrative follow-up for projects and initiatives within Finance and Corporate Services as directed.

· Supports departmental meetings, planning activities and special projects.

· Identifies opportunities to improve administrative processes, workflows and information management.

· Provides administrative support to the Finance team during periods of high workload or for priority initiatives.

6. Maintains effective records and information management.

· Maintains organized departmental records, correspondence and supporting documentation.

· Handles confidential and sensitive information appropriately.

· Coordinates records storage, retention and destruction in accordance with Squamish Nation requirements.

7. Provides day-to-day coordination and support to the administration/reception function.

8. Adheres to workplace health and safety policies, safe work practices and procedures.

9. Performs other related duties as required.

Requirements

• 3+ years of C-Suite Executive Assistant experience
• Strong writing and analytical skills, with experience preparing briefing materials, reports, presentations, correspondence, and other senior-level documents.
• Experience coordinating Council, Board or committee materials, corporate or departmental reporting, and senior-level projects is preferred.
• Demonstrated experience handling sensitive and confidential information with discretion.
• Prior experience with the unique cultural and traditional elements of First Nations meetings is an asset.
• Excellent computer skills and strong proficiency with Microsoft Office, particularly Outlook, Teams, SharePoint, Excel, Word, and PowerPoint.
• Prior experience working with a First Nation, Board, government, or similarly complex organization is preferred.