Executive Administrative Assistant - Victoria, BC

IMPORTANT:  This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders.  Other applicants need not apply.

 

Job Title: Executive Administrative Assistant
Reports to: BC Regional Vice President
Location: Victoria, BC

Role Summary:

This is a senior administrative role in NCC. Working closely with the Regional Vice President (RVP) and the Associate Regional Vice President (ARVP) for the BC Region, the Executive Administrative Assistant is responsible for anticipating, planning and coordinating the region’s activities and providing organizational support for the Executive Team and Board of Directors.

Job Responsibilities:

• Arrange and coordinate meetings and events
• Manage the RVP’s and ARVP’s calendars, appointments and travel arrangements
• Record, transcribe and distribute minutes of meetings
• Provide secretarial support to the NCC-BC Board of Directors 
• Prepare and edit correspondence, communications, presentations and other documents
• File and retrieve documents and reference materials
• Work with appropriate team members to facilitate NCC’s regional staffing activities
• Order and track office supplies and equipment
• Answer phones, process donations, and greet visitors 
• Distribute mail and order couriers
• Assist with financial forms as needed 
• Other duties as assigned by the RVP

Key Result Areas:

• Smooth running of the BC Regional Office
• Effective and timely support to the RVP, ARVP, the BC Board of Directors and other regional staff
• Successful coordination and execution of meetings and events
• Timely delivery of meeting agendas and briefing materials

Role Complexity:

Office administration is most complex, balancing human nature with various demands and priorities from multiple staff members. This component of the job will require well developed interpersonal skills and the ability to influence, negotiate and prioritize.

Decision Making:

Meeting scheduling and calendar management – authority to juggle appointments, to be able to make most efficient use of the Regional Vice President’s and other executive staff time.

Competencies Required/Preferred:

• Excellent written and oral communication skills
• Self-directed with a demonstrated ability to take initiative
• Exceptional organizational and planning skills
• Strong analytical skills and a creative approach to problem solving
• Outgoing and approachable
• Professional and able to maintain confidentiality
• Computer and software proficiency (Word, Excel, PowerPoint, Outlook, Adobe Acrobat)
• Familiarity with accounting procedures an asset

Education and Experience Required/Preferred:

• Two to five years in an administrative or other similar role
• Knowledge of standard office administrative practices and procedures
• Bachelor’s Degree an asset

Internal and External Contacts:

There will be a considerable amount of staff contact (peers and senior staff), by phone, email and face-to- face. The ability to communicate, inform and influence other staff members is crucial to this role.

The incumbent will have frequent contact with board members, public officials, donors and other parties to arrange meetings and disseminate information on behalf of the Chair, Regional Vice President and other staff members. 

How to Apply:

If you have a keen interest in nature and conservation and are interested in joining our team, please forward your resume and cover letter, indicating "Executive Administrative Assistant (BC)" in the subject line, to the Nature Conservancy of Canada via the email address at the top and bottom of this posting.

We thank everyone who applies for their interest in the Nature Conservancy of Canada; however only candidates selected for an interview will be contacted.