Vacancy posting - Competition #2017-12-18-EA (position is exempt from union membership) Position: Date posted: Closing date: Start date: Hours of work: Rate of pay:
Executive Assistant December 18, 2017 This posting will remain open until the position is filled January 8 to March 31, 2018 Part-time, 17.5 hours per week ICA offers a competitive salary
The Inter-Cultural Association of Greater Victoria (ICA) helps individuals and organizations connect across cultures. We provide information, support and tools to help immigrants reach their goals. By engaging people through networks, education and arts programming, we create a welcoming community. ICA offers services for newcomers, including settlement and integration counseling, translation and interpretation, English classes, mentoring, volunteer matching, and peer support. We also provide outreach and education in the community through arts programming, as well as workshops on anti-racism, multiculturalism, diversity awareness, immigration and human rights. General purpose As Executive Assistant, provides high quality administrative and clerical assistance to the Chief Executive Officer (CEO), Board of Directors (BOD) and management team. Main duties include scheduling appointments/meetings, travel arrangements, event planning, and provides support to the Board of Directors. Functions as the primary contact person for the board and associated committees. Manages all activities of board committees, communication for meeting coordination, documentation preparation and minute taking. Responsible for planning events such as Annual General Meeting, annual board orientation, strategic planning sessions, etc. Reports to the Chief Executive Officer. Key responsibilities • Provides administrative and clerical assistance to the CEO, BOD and management team; responds promptly to queries. • Coordinates CEOs schedule, appointments and travel arrangements. • Coordinates events, plans appointments, meeting and room bookings (as applicable). • Monitors, responds to, and distributes incoming communications. • Files and retrieves documents and reference materials. • Manages the storage and secure disposition of confidential CEO and senior manager archive files. • Conducts research, assemble and analyzes data to prepare reports and documents. • Records, transcribes and distributes meeting minutes and communications as required. • Coordinates project-based work (annual report, scholarship awards). • Reviews operating practices and implement improvements where necessary. • Codes and processes payment requisitions. • Serves as liaison with other members of the management team and keeps them apprised of developments related to ICA’s systems and operations.
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Contributes as a member of the management team to overall agency-wide settlement program planning and implementation. Creates board meeting timelines, prepares and distributes meeting notifications, correspondence, agendas, and other materials for board committee members. Attends board and committee meetings and records minutes. Establishes a working relationship with the President of the Board of Directors and committee Chairs in verbal, written and electronic correspondence. Coordinates board meetings and events (AGM, board orientation, strategic planning, etc.). Coordinates Director nominations, appointments and ensures eligibility criteria of Directors appointed, occur in accordance with Societies Act and ICA Bylaws. Files and maintains accurate records and as it relates to ICA Bylaws (membership records, annual society reports, etc.); and creates and maintains board orientation manual.
Qualifications (education and experience): Undergraduate degree or diploma in a related discipline (business administration, executive management, public relations), or equivalent professional combination of education, training and experience may be considered. Related professional courses on themes pertinent to office administration/management, especially proficiency in releva