Executive Assistant to President & CEO

Job Summary: Reporting to the Chief Executive Officer, the Executive Assistant is responsible for providing information coordination and confidential secretarial support to the President & Chief Executive Officer, as well as general administration and assistance to ensure the smooth running of BCNET’s office.
Key Responsibilities & Duties: CEO Support
Enhance the effectiveness of the CEO office
Manage calendar appointments; make meeting and travel arrangements, prepare expense reports, etc.
Coordinate logistics for both internal and external meetings
Prepare agenda and materials for leadership, management and other meetings
Represent the CEO office professionally when interacting with external stakeholders while exercising tact and discretion
Maintain up-to-date contact information for key stakeholders
Office Management
Assist in maintaining the professional appearance and operations of the office and in accordance with all applicable health and safety standards
Coordinate regular and emergency maintenance of all office equipment in a timely manner
Assist in the development, implementation, and maintenance of Health & Safety policies and procedures
Conduct monthly safety walks to monitor workplace safety and report any hazards or incidents to the appropriate authorities
Maintain records related to health & safety, including training records, incident reports, and safety audits
Support in promoting a culture of safety and wellness within the organization
Perform office management functions such as ensuring professional treatment and direction of visitors, courier collection and deliveries, and meeting rooms management
Responsible for the purchase of office supplies within budget and recommending initiatives to improve cost efficiency
Assist in collection and distribution of incoming mail
Coordinate with BCIT services as required to ensure the smooth operation of office functions
Administrative Support
Assist in maintaining administrative and governance policies and procedures
Work with Member Engagement and Communications to provide support for the CRM as well as updating distribution lists
Assist HR Generalist in administrative tasks including recruitment, onboarding, employee engagement initiatives and maintaining personnel information
Assist in planning, organizing, and executing employee events, including team-building activities, holiday parties, and workshops
Support Member Engagement & Communications team as needed to run external events including the BCNET Summit and Member Forums
Gather and analyze feedback to improve future events and enhance employee engagement
Board and Committee Support
Assist the Governance Coordinator in fulfilling Recording Secretary responsibilities for the Board of Directors and its Committees including:
Prepare draft agendas; organize and distribute meeting materials; and prepare draft minutes on an agreed-to schedule
Coordinate and schedule regular meetings of the Board of Directors
Post meeting materials to the relevant Board and Committee sites according to established deadlines
Track and file corporate returns
Qualifications & Skills: College diploma in relevant field with 3-5 years progressive experience or a university degree with 1-3 years progressive experience in an office environment
Experience with Microsoft Office Suite
High level of professionalism and discretion
Experience in dealing with senior level stakeholders and officials
Demonstrated commitment to service
Strong attention to detail and time management including effective multi-tasking and prioritization skills
Ability to work both independently and as a team member
Demonstrated ability to plan, manage, and coordinate activities and events
Excellent verbal and written communications skills
Ability to work from the BCNET office at least three days per week on a regular basis
Limited travel within British Columbia/Canada may be required
Benefits and Perks: Hybrid Work model: Enjoy the flexibility to work both remotely and in-office, optimizing your productivity and comfort
Comprehensive Extended Health Benefits: We’ve got you covered from head to toe with an extensive range of health benefits, including dental, vision, and a wellness allowance, ensuring you’re always in the best shape inside and out.
Defined Benefits Pension Plan: Secure your future with our robust pension plan, designed to provide you with peace of mind and financial stability.
Professional Development Allowance: Unlock new talents and sharpen your skills with an annual professional development allowance, offering you the opportunity to embark on exciting journeys in personal and career growth.
Generous Paid Time Off: Take advantage of our generous paid time off, including vacation days and holidays, to recharge and enjoy a healthy work-life balance.
Supportive and Inclusive Work Culture: Thrive in our highly supportive and inclusive work culture, enriched with company-sponsored events and team-building activities.
Convenient Location: Our office is easily accessible by train or bus, ensuring a stress-free and timely commute.
About BCNET Who We Are
We are a small dynamic team that loves what we do and thrives on our ability to make a difference for our higher education member community in British Columbia. Our diverse team is passionate, collaborative, responsive and entrepreneurial. We share a desire for learning and working together for the greater good of each other and our members.
What We Do
We are a member-centric services organization that continually engages with our community to provide technology and services that enables excellence in teaching, learning and research.
Why We Do It
Our motivation is to enable members with technology and services to support excellence in teaching, learning and research.
Equal Employment Opportunity BCNET is committed to equal employment opportunities for all, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, marital status, or any other legally protected status.

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