Executive Administrator

Position Summary:

Reporting to the Chief Executive Officer (CEO), the Executive Administrator is responsible for providing confidential and corporate administrative support to the Board of Directors, CEO, and Executive Leaders of the Dawson Co-op. Duties include maintenance of the corporate record management filing systems, preparation and maintenance of corporate records, and general support for special initiatives.

Qualifications and Educational Requirements:

• Relevant post-secondary education in Office Administration, Office Management, or another relevant field.
• 2-3 years of relevant experience supporting Boards or senior levels of leadership.
• Working knowledge of Robert’s Rules of Order, meeting procedures, and governance policy is preferred
• Knowledge of corporate filing systems and grant writing an asset
• Ability to develop professional working relationship to support the CEO and Board of Directors
• Proficiency in Microsoft Office products, especially Word, SharePoint, PowerPoint, Outlook, and Excel
• Excellent written communication and correspondence skills
• Ability to problem solve and work independently to meet the needs of various stakeholders

Working Conditions:

• Based at our Dawson Creek Administration Building
• Administration building hours are Monday to Friday from 8:00 am to 5:00 pm, flexible hours outside of regular working hours required from time to time
• Infrequent travel within Dawson Creek may be required
• Requires frequent interaction and follow through with the CEO, Board of Directors, Federated Co-operatives Limited (FCL) Representatives, governing and legislative authorities, and members.

Key Job Responsibilities:

• Support the Board of Directors and CEO with scheduling coordination, travel arrangements, expense claims, meeting preparation, and other administrative tasks as required
• Create and distribute agenda for Board of Directors and Committee meetings in an accurate and timely manner
• Accurately record and distribute minutes of Board of Directors and Committee meetings, ensuring that the minutes reflect the format and level of detail that the Board of Directors and CEO require
• Prepare, edit, and administer correspondence, communications, presentations, and other documents as necessary, including filing information, updating Board policies, and preparing quarterly or monthly reports.
• Create and maintain an up-to-date board planning calendar outlining matters to be on the Board’s agenda over the course of a fiscal year
• Maintain a full contact list of board members including board member appointment dates, term of appointments and board member biographies
• Update and maintain the Board of Directors SharePoint site, and to safely store electronic and paper minutes, and other relevant legal documents and records.
• Anticipate the various and complex needs of the Board of Directors, CEO, and/or Executive Leaders, ensuring that confidentiality, discretion, and professionalism is always displayed
• Ensure the maintenance of the corporate filing system, ensuring adherence to records management standards and procedures
• Provide administrative support to the CEO and executive level leaders, including drafting correspondence, conducting research, writing briefs, coordinating special events, and organizing meetings
• Research and prepare grant applications, and submit required documentation and reporting as required and as directed by the CEO/Executives
• To be familiar with and adhere to Dawson Co-op policies and procedures
• Other duties as assigned.

Job Type: Full-time

Salary: $56,630.00-$84,945.00 per year

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Store discount
• Vision care
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay
• Retention bonus

Work Location: In person

Expected start date: 2024-05-01