Executive Assistant, Vice President, Corporate Services & Chief Financial Officer E010-26

Legal Aid BC•Vancouver, BC

4d•Hybrid

About The Position

Legal Aid BC is seeking a full-time Executive Assistant for a term position in Vancouver, ending December 17, 2027. This role provides confidential administrative services and support to the Vice President, Corporate Services & Chief Financial Officer, liaising with executives, managers, and staff. The position involves maintaining records, establishing work priorities, and ensuring office systems align with Society standards. Legal Aid BC is committed to embedding Truth, Reconciliation, Equity, Diversity, and Inclusion and encourages applications from equity-seeking groups. The organization values a supportive culture and seeks individuals passionate about serving others and each other.

Requirements

High school graduation supplemented by commercial or business school training, and a minimum of five years’ sound administrative assistance experience at a senior level, or an equivalent combination of training and experience.
Strong knowledge of office administration procedures, minute taking, and meeting organization.
Working knowledge of Board protocol, procedures and policies.
Working knowledge of the legal environment.
Advanced skill in the use of Microsoft Office Suite, and in the creation and manipulation of databases.
Excellent grammar and composition skills.
Excellent interpersonal skills.
Excellent problem-solving skills.
Good administrative skills.
Working knowledge to take and prepare minutes.
Ability to establish and maintain effective working relationships with executives, senior managers, peers and relevant external contacts.
Ability to deal tactfully and professionally with sensitive and confidential information.
Ability to work with little supervision and to function under pressure.
Ability to meet multiple service demands simultaneously.
Ability to exercise flexibility, balance changing priorities, and effectively accommodate changing situations.
Ability to participate on hiring panels, and hire, train, supervise and conduct performance reviews of casual staff.
Microsoft 365 (Office Suite) – Word, Excel, Outlook, PowerPoint, Access
Spelling
Typing

Responsibilities

Provides all administrative support requirements to the VP, Corporate Services & Chief Financial Officer, including typing correspondence and reports; processing mail; ordering office supplies.
Prepares confidential and sensitive correspondence and administrative support for the VP, Corporate Services & Chief Financial Officer.
Prepares notices of meetings, agendas and supporting materials; attends meetings and takes minutes; distributes reference materials to participants as required.
Processes correspondence on employee relations matters such as discipline and/or employee performance reviews.
Participates on hiring panels; hires casual staff; plans, assigns and reviews the work of staff and conducts performance reviews.
Prepares notices of meetings, agendas and supporting materials; attends meetings and take minutes; distributes reference materials to the meeting participants as required.
Screens incoming telephone calls and greets visitors; ascertains the nature of enquiries and provides responses or redirects as appropriate.
Maintains and updates office filing systems; maintains a variety of files and records.
As required, plans, assigns and reviews the work of divisional support staff; arranges for temporary staff; authorizes sick leave and vacation.
Establishes work priorities and responds to urgent requests; composes correspondence on own initiative as appropriate; formats and proofreads reports.
Arranges appointments, meetings and travel arrangements; books meeting rooms and arranges for required equipment and catering.
Ensures consistency with the organization’s established administrative work methods, systems and standards.
Liaises between the VP, Corporate Services & Chief Financial Officer, other staff, and external contacts, including government, Law Foundation, Public Sector Employers’ Commission Secretariat, and crown corporations.
Carries out special projects at the request of the VP, Corporate Services & Chief Financial Officer.
Works with other administrative staff on organizational events or priorities as needed.

Benefits

Four weeks paid vacation to start that grows the longer you are with LABC
An excellent employee benefits package, where premiums are 100% paid by LABC
A generous defined benefit pension plan
Support for training and development
An Employee and Family Assistance program
The opportunity to participate in various Employee programs (Employee Wellness, etc.)
Support for a healthy work/life balance
Generous leave provisions (sick time, special leaves)
13 paid statutory holidays
An opportunity for a flexible hybrid work arrangement for some positions (LABC reserves the right to change this policy at any time)
Transit friendly employer for eligible staff to have their commute subsidized
Dog-friendly offices
Dedicated Cultural Leave provisions for Indigenous employees
An Equity, Diversity and Inclusion Council, and Indigenous employees Council and Accessibility Committee of employees from equity-seeking groups that advises on ongoing improvements and investments in Equity, Diversity and Inclusion at our workplace