Administrative Assistant, Executive Operations

If you are up for the challenge and would like to be considered for this position, we would like to hear from you. The British Columbia Society for the Prevention of Cruelty to Animals (BC SPCA) is looking to fill the following career opportunity:

POSITION:                 Administrative Assistant, Executive Operations        

STATUS:                    Permanent; Full-Time

SHIFT:                        35 hours per week

LOCATION:                Provincial Office - Vancouver, BC - Hybrid

CLASSIFICATION:    Exempt           

WAGE:                        Salaried                                                          

CLOSING DATE:       Open Until Filled

Please submit your resume and cover to complete your application.

We welcome diversity, value differences, and foster inclusion in our employment practices. Find out more about our commitment to diversity and inclusion by reading our Foundational Principles on our website. We invite applications from all qualified individuals who are philosophically aligned with our mission, vision and values.

The BC SPCA is a dynamic organization with facilities and services across the province of BC. Join an expanding people-focused team in an exciting time of change in an organization that makes a difference! Please read below for additional details and let us know if you have the skills and experience we are looking for by submitting your application.

About the Position:

Reporting to the Senior Director, Governance & Executive Operations, the Administrative Assistant, Executive Operations provides administrative support including meeting scheduling, recording of minutes, document preparation and management, and action item tracking. This position will support governance, risk and compliance and forum activities, as well as membership, Regional Councils and Board Committee meetings.

Some specific duties:

Governance Support (40%):

• Provides document management support to the Governance projects and initiatives, including document formatting, developing and maintaining templates and file management. 
• Supports governance projects and initiatives that may require collaboration with internal departments. 
• Supports the Society’s membership program and Society Regional Councils, ensuring the membership is well-served by scheduling and minuting meetings, processing new membership applications, and addressing general member, regional council members, board committee member questions and concerns.
• Supports both the Board Secretary and Senior Director, Governance and Executive Operations with the central repository for Governance Policies, Operational Policies, Standard Operating Procedures and Guidelines by editing, proofreading, formatting documents and file management.

Executive Leadership Support (30%):

• Provides logistical support by scheduling bi-weekly ELT meetings and ad hoc strategic planning meetings and updating the ELT vacation tracker. 
• Provides administrative support in developing ELT Meeting Agenda and support document preparation, supports the tracking of ELT Action Items by communicating with ELT members to update the ELT Action Tracker.
• Provides administrative support to ELT on projects and initiatives, as approved by the Senior Director, Governance & Executive Operations.

Risk and Compliance Support (10%):

• Provides compliance support, including tracking compliance deadlines and action items as requested.  
• Provides administrative support for privacy and risk management projects and initiatives.

Forums Support (10%):

• Provides administrative support to the BC SPCA Forums, including scheduling forum meetings and keeping a file management system. 

Meeting Coordination and Logistics Management (10%):

• Supports Board Secretary role with meeting logistics, including but not limited to travel arrangements, event logistics, onsite food and beverage and IT support.  
• Keeps membership and meeting records, ensuring documentation is readily accessible. 
• Schedules meetings as requested by the CEO and Senior Director, Governance & Executive Operations.

Performs other duties as assigned.

Qualifications you need to have:

• A bachelor's degree plus a minimum of 2 years’ experience providing administrative assistance in a complex environment or an equivalent combination of education and experience acceptable to the employer.
• Strong verbal and written communication skills, confident and clear communicator, able to relate respectfully to a diverse audience.
• Ability to exercise high professionalism and discretion with confidential and sensitive information.
• Excellent customer service, liaison, and problem-solving skills.
• Excellent organizational time management skills.
• Able to exercise attention to detail to produce high-quality work while managing multiple concurrent tasks.
• Intermediate PC Skills (i.e. Word, Excel, PowerPoint, MS Outlook, and Teams) and ability to adapt quickly to new technologies.
• Ability to work periodic evenings and weekends as required.   
• Ability to relate respectfully to a diverse audience.
• Philosophical harmony with the BC SPCA’s vision, mission, values and strategic directions.

How to apply:

If you are interested in joining our Vancouver team and are legally entitled to work in Canada, we would like to hear from you. Click on apply now or use the link to apply:  https://spca.bc.ca/about-us/careers/

We thank you for your interest in the BC SPCA, however; only candidates selected for an interview will be contacted. No telephone calls, please. 

The BC SPCA is a Registered Charity BN 11881 9036 RR0001