Special Projects & Executive Assistant

  • Posted:Jul 08, 2024
  • Apply by:Sep 06, 2024
  • Job Type
  • Full Time
  • Job Level
  • Other
  • Location
  • Vancouver, BC
  • Impact Area
  • Other
  • Impact Category
  • Other
  • Company Type
  • Other

About this position

Special Projects & Executive Assistant

What if you could work every day with a renewed sense of purpose and direction, confident that your work enhances the quality of life, health, and well-being of people living with cancer and their families? Bring your passion for organization, innovation, communication, building relationships, and team support to InspireHealth. We have an exciting opening for a talented, dynamic, and experienced Special Projects & Executive Assistant to join our team in this full-time permanent position at our Vancouver centre.

In this critical role, the Special Projects & Executive Assistant will work closely with the CEO and provide high-level administrative excellence and initiative. This includes executive support for Board and Society matters, special projects, HR and other high-level operations support. You are highly organized, self-motivated, and excited by diverse opportunities and challenges. Of course, you have exceptional people skills - including excellent communication, teamwork and presentation skills. You are technical and analytical, comfortable navigating technology and spread sheets. You work with integrity, self-responsibility, and accountability. You thrive when you work independently and are skilled at being a contributing and influential member of a multi-disciplinary team. If your next job is a role that combines challenge, growth, and a chance to make a real impact, look no further!

A Little A Little About Us

InspireHealth (https://inspirehealth.ca/) is a Canadian leader in supportive cancer care. For over 25 years, we have enhanced the quality of life, health and well-being of people living with cancer as well as provided support for caregivers. We offer life-changing, one-on-one and group support including exercise therapy, stress management, nutrition support, and counselling services. We provide programming in-person through our Centres in Vancouver, Victoria, and Kelowna, virtually across British Columbia and Canada, and through outreach in communities such as Kamloops. We are a not-for-profit organization partially funded by the BC Ministry of Health.

A Little About You

You will show us that you have:

  • A diploma or undergraduate degree in office administration, business, management, communications, or a related discipline
  • Previous experience as a leader in an administrative role or have the moxy and skills to advance your career to this level
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Ability to work collaboratively with a broad range of stakeholders, including donors, Board members, volunteers and staff
  • Experience with Board administrative procedures, including preparing for and coordinating Board meetings and Annual General Meeting planning.
  • Excellent technical skills in Windows-based systems (including Windows, MS Word, Excel, Teams, and PowerPoint), electronic medical records, and software platforms for virtual meetings and presentations
  • Exceptionally talented in networking and communications including written, verbal, and presentation skills
  • Experience in project management is an asset
A Little About the Key Responsibilities

Special Projects & Executive Support
  • Completes a wide variety of tasks that facilitate the CEO’s ability to effectively lead the organization, including:
    • Overseeing planning and deliverable cycles by collaborating actively with the executive team to make sure projects are completed accurately and on time.
    • Developing impactful correspondence, documents, and presentations under the CEO's guidance, showcasing your exceptional written communication. This includes drafting and editing presentations, documents, and reports. Strong Excel skills are a must in this role.
    • Managing the organization’s calendar of key events and initiatives and coordinating with internal stakeholders to track and report on progress.
    • Collaborating with the executive team to prepare reports and other materials for key meetings.
    • Composing internal/external correspondence in addition to answering and routing correspondence and helping triage actions and responses, as necessary.
    • Managing the CEO’s calendar, working closely with external partners, vendors and stakeholders to schedule meetings and coordinate logistics.
    • Planning and coordinating travel arrangements and completing expense reports and other administrative tasks, as required.
    • Supporting special events and projects, as required.
  • Supports the CEO in stewarding key external stakeholders and relationships with poise, thoughtfulness and a fine attention to detail.
  • Maintains confidentiality and handles sensitive information with discretion and professionalism
Human Resources
  • Provides exceptional executive HR Support (e.g., contracts, team development, talent assessments) and manages HR issues in a confidential and professional manner
  • Liaises with an external HR consultant, as required, on HR matters
  • Works with the CEO on the development of the annual HR plan
  • Maintains staff HR manual and works with CEO to update policies
  • Oversees staff annual review process
  • Supports planning and coordinating of team events
Board Support
  • Supports CEO as Board liaison and responds to correspondence and inquiries from Board members.
  • Supports Board & Committee meetings including:
    • Scheduling and coordination of meetings including logistics, distribution of board materials, catering, etc.
    • Preparing agendas, presentations & briefing materials.
    • Facilitating approval of minutes and document filings, as required.
  • Coordinates activities to achieve Board approval in the timeframe required to meet annual budget, planning and reporting cycles
  • Oversees AGM planning including:
    • Creating and managing AGM timeline.
    • Working with internal stakeholders on annual Society membership drive.
    • Creating AGM materials – notice to members, proxy, draft agenda, script, etc.
    • AGM meeting support.
Privacy Officer
  • Understands and applies privacy requirements and standards for records management
  • Is the trusted manager of highly sensitive and confidential information, demonstrating utmost integrity and maturity in handling daily activities that impact the CEO and the organization
  • Oversees training to InspireHealth team to ensure privacy standards are observed
  • Stays current on privacy standards and best practices for records management
What We Can Offer You
  • The opportunity to apply your fabulous skill set and grow your career
  • Competitive package with excellent benefits, including health and dental, health spending account and Employee Assistance Program
  • Competitive paid vacation leave
  • Paid sick leave
  • Training and professional development opportunities
  • Business casual attire
  • A collaborative and supportive work environment 
  • A commitment to work/life balance
  • Central, lively location (Cambie/Broadway) close to shopping, dining and public transit, including Skytrain
  • A welcoming, caring, and respectful team culture that values diversity, equity, and inclusion
  • A rewarding workplace experience where you know you are making a difference every day
  • An opportunity to start every morning with a team mindfulness activity
  • Inspiring support from our accomplished Board of Directors and Advisory Board
  • Salary range for this position: $28/hr - $33/hr, depending on experience.
If You’d Like Us to Know About You

Please email your resume and cover letter to hr@inspirehealth.ca. Please include ‘Special Projects & Executive Assistant’ in the Subject line of your email.

Thank you for your interest. We will review applications as they are received. Only those short-listed will be contacted for an interview.


 

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