Human Resources Executive Assistant

JOB DESCRIPTION

HUMAN RESOURCES/EXECUTIVE ASSISTANT

SUMMARY

Working directly with the Executive Director & Finance Team, the Human Resources Executive Assistant performs a variety of Human Resources and administrative tasks for the Port Alberni Friendship Center.

Responsibilities:

• Contributes to a welcoming community/environment.
• Supports recruitment through posting vacancies internally and externally.
• Applicant pre-screening, interviewing, reference checks, requesting of offer letters, new hire paperwork, sign-ups and required training.
• Assists in ensuring staff performance evaluations are scheduled and completed.
• Maintains organizational administrative and personnel files for the ED are maintained and in compliance with legal requirements.
• Prepares and submits necessary documentation to support the accurate production of payroll and Payables.
• Assists with maintaining schedules and time sheets.
• Prepares documentation as requested to support management i.e. HR reports, team meeting minutes, follow up reports for Board meetings.
• Manages ED’s schedule
• Ensure mandatory training is completed by all staff.
• Assist with setting up staff training i.e. First Aid, Food Safe, Naloxone, etc.
• Assists Executive Director with planning and organizing events and activities.
• Supports staff with accessing supports and informs ED of needs as they arise.
• Maintains Criminal Record Check, First Aid, Food Safe and ECE Training Certificate Lists and ensures staffs mandatory certificates are up to date.
• Prepare agendas, minutes and meeting packages for a variety of meetings.
• Assists with promotion of programs and prepares Posters for events and activities.
• Reviews and proofs reports, minutes, proposals and other documents.
• Maintains stats database and provides monthly program reports for ED.
• Ensures monthly, quarterly and annual reports are submitted on time.
• All other duties as required.

SKILLS AND KNOWLEDGE:

• Demonstrated experience in a highly confidential administrative role,
• HR experience preferred.
• Payroll experience supplemented by scheduling experience preferred.
• Highly organized in prioritizing work and consistently meets deadlines within a fast paced, high-volume work environment.
• Effective problem-solving skills and solution focused approach
• Excellent interpersonal and strong communication skills, both oral and written
• Strong working knowledge of MS Office applications is required.
• Some knowledge in program development and proposal writing.
• This position requires sound judgment, good communication skills, and the ability to maintain confidentiality.
• This person is a socially sensitive, who provides a safe, secure and respectful environment and embraces the vision to improve relationships for people while encouraging and reinforcing traditional practices and cultural beliefs.
• Excellent attention to detail
• Must be a self-starter with the ability to work in a collaborative team-based environment.

MANDATORY:

• Must possess a valid Class 5 Driver’s License and have a reliable vehicle that can be used for work.
• Must provide Criminal Record Check and Drivers Abstract upon selection,
• Must be available to travel and work flexible in hours when necessary.
• Must provide two References from previous employer – Must be Supervisory/Management

Wage: 28.00 to $34.00 Depending on Qualifications and Experience

Interview Dates: November 15 to 17, 2023

Start Date: December 4, 2023

Hours of Work: Monday to Friday 8:30am to 4pm

Job Types: Full-time, Permanent

Salary: $28.00-$34.00 per hour

Benefits:

• Casual dress
• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Supplemental pay types:

• Retention bonus

Ability to commute/relocate:

• Port Alberni, BC V9Y 4H3: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Administrative: 2 years (preferred)

Work Location: In person

Application deadline: 2023-11-13
Expected start date: 2024-04-11