Executive Administrative Assistant

WHO WE ARE

Elim Village operates two exceptional aging in place communities for older adults. Our retirement villages are located in Surrey and Chilliwack, B.C., where over 1,000 seniors call Elim Village ‘home’. We’re looking for new talent to join us as we continue to be at the leading edge of seniors living. We offer a unique opportunity to be part of a not-for-profit organization founded on Christian principles and beliefs, which pursues the highest standards of professionalism. Join our diverse team of more than 500 employees in making a daily difference in the lives of residents.

JOB SUMMARY

The Executive Administrative Assistant will be involved in supporting the administration of Elim Village and its entities: Elim Housing Society, Elim Housing (Chilliwack) Society, Elim Christian Care Society and The Elim Foundation. The Executive Administrative Assistant will report to the Senior Executive Assistant and Project Specialist. As a key contact point between Elim Village and its various stakeholders, this individual needs to be a positive reflection of the organization and its values.

QUALIFICATIONS

• Posses a post-secondary degree, diploma in Business Administration or relevant training
• Previous experience in a business environment or the senior living sector
• Able to communicate effectively orally and in writing
• Able to critically analyze information and data
• Previous experience with formal meeting minute taking following Robert’s Rules of Order
• Proficiency with Microsoft 365 Word, PowerPoint, Excel, Outlook, OneDrive and SharePoint
• Experience with various database systems (e.g. ERPs (Yardi), Board Management Software (On Board))

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrate an understanding and respect for the Mission Statement, Key Characteristics and Critical Actions of Elim Village
• Demonstrate a capacity for working in a team environment as well as completing tasks independently with minimum supervision
• Strong interpersonal skills, particularly the ability to relate to seniors and to work with the Board of Directors, staff, and various stakeholders
• Demonstrates strong critical thinking and problem solving skills with the ability to analyze complex issues
• Organized with a strong attention to detail
• Ability to effectively prioritize workflow and deal with confidential matters and information

KEY RESPONSIBILITIES

• Maintain Board management software with documentation and user support
• Coordination of Board/Committee meetings, calendars, and events, including audio visual requirements
• Attend Board/Committee meetings including evening meetings
• Formal minute taking and documentation following Robert’s Rules of Order for Board/Committee meetings and Senior Management meetings
• Coordination of Senior Management programs including meetings, special projects, and events
• Review of documents, presentations, reports, and correspondence for format, content, grammar and spelling, and make edits as necessary
• Assist with projects as assigned by the Senior Executive Assistant and Project Specialist
• Provide administrative and clerical support to the Chief Executive Officer, Chief Financial Officer and Chief Operating Officer as requested or directed
• Make travel arrangements for Board Directors and Executive Suite, as needed
• Maintain various work schedules and calendars
• Answer and redirect calls or inquiries as needed
• Support with data entry and reporting requirements with a high degree of accuracy
• Other duties shall be assigned as required

WORKING CONDITIONS

• Must be able to work evenings
• Must be able to professionally interact with executive level managers and associated constituents
• Must be able to work with and appropriately handle highly confidential information
• Must be able to deal with time sensitive problem-solving situations
• Must be patient and understanding of seniors and their families
• Must have a valid driver's license

NOTES

• This is a Regular Full-time position, 37.5 hours per week
• Competitive compensation based on qualifications and experience
• Annual Salary Range: $63,000 - $71,280