);

Administrative Assistant

Detailed Job Description

Our Purpose is to grow business for good. And we would love for you to join our small but mighty team.

The Social Purpose Institute at United Way exists to grow business for good. Our vision is that the role of business in society is changed so that Canadian communities and businesses are thriving. At the Social Purpose Institute (SPI), we offer a structured and supportive environment that helps companies incubate, accelerate and scale social purpose as a way to drive both business growth as well as the company’s potential for social good.  For more information about the Social Purpose Institute please visit www.socialpurpose.ca.

Job Purpose 

This role provides administrative support for the Social Purpose Institute. The successful candidate will provide professional administrative support to ensure the clients of the Social Purpose Institute, including thought leaders and CEOs, have an engaging and meaningful experience in the program as well as support the SPI team as they deliver exceptional services and build solid relationships.

Summary of Duties and Responsibilities

Key Responsibility Area:  External Stakeholder Support  

  • Actively participates with the SPI leadership for coordination of all SPI events, workshops and other events including the planning and execution of all related administrative and coordination tasks
  • Supports the coordination of SPI events workshops by arranging for rooms, catering, issuing invitations, accepting RSVP’s, working directly with participants
  • Prepares for SPI events and workshops including gathering of relevant information and preparation of materials and supplies, distribution of documents to participants and ensuring all the necessary arrangements have been made
  • Liaises and co-ordinates with participants, SPI team members and other UWLM departments as necessary to plan and execute events and workshops
  • Assists in department communication activities including production of newsletters, brochures, postings, training materials and forms
  • Creates and maintains standard documents, spreadsheets, presentations and databases using a variety of software programs
  • Maintains information, data and departmental records in an organized, easily accessible manner
  • Acts with some independence as liaison with internal and external contacts as it relates to the provision of information, obtaining information, setting meetings, and other related departmental activities

Key Responsibility Area:  Administrative & Staff Support  

  • Responsible for the support function for the department/division including the arrangement of meetings and appointments, preparation of minutes and agendas, composition of routine correspondence, photocopying, scanning and preparation of written materials and the collection and processing of data
  • Provides administrative / technical support to the SPI group including arranging, preparing briefing notes, minute taking
  • Handles departmental correspondence by directing to the appropriate personnel and/or drafting responses for review by the Director
  • Develops and maintains procedures and policies for the daily operation and organization of the department
  • Relieves constituents of administrative tasks to the extent possible
  • Takes a proactive approach to annual recurring tasks by initiating the tasks and creating and maintaining a tracking system for workflow. etc.
  • Gathers, researches and assembles information as requested by SPI Team
  • Provides administrative / technical support for activities that relate to departmental activities.
  • Liaises with other departments/divisions and UW staff as required to obtain information in order to complete tasks
  • Periodically covers switchboard and assists other departments as needed
  • Performs other duties related to the qualifications and requirements of the job

Qualifications and Skills

  • 2 year post-secondary diploma or equivalent experience
  • Four years experience supporting a senior manager/executive
  • Experience in business writing and preparing briefing/speaking notes
  • Experience in organizing and executing high profile special events
  • Experience in the not for profit sector or similar organization an asset
  • Excellent organizational and time management skills and ability to set priorities to ensure deadlines are met
  • Independent decision-making is required as it relates to tasks and assignments
  • Ability to take initiative and work within a team environment
  • Ability to communicate professionally, both orally and in writing
  • Proficiency in English grammar, spelling and punctuation
  • Ability to manage multiple tasks and priorities with a high degree of accuracy
  • Ability to represent the department and the organization in a professional, competent manner
  • Must be able to drive and have access to a vehicle

Characteristics

  • A career administrator who understands the importance of the admin role and who is uniquely skilled to contribute in that way
  • Relishes helping others excel and succeed in their roles and work – internally and externally
  • A passion and commitment for growing the good in business and society
  • Is drawn to and wants to be part of a high performing team with these values:

PASSIONATE COLLABORATION

We draw on the strength of people and business working together. We insist on authenticity and value reciprocity.

GREATER GOOD

We are performance-driven through the lens of humanity, demonstrating empathy and humility in all we do.

COURAGEOUS INNOVATION

We are bold and curious risk-takers experimenting fast to learn sooner, willing to get uncomfortable to unearth solutions.

Details

This position is pay grade 29 at $52,488 per annum. Please include a cover letter with your application.

About United Way

United Way of the Lower Mainland (UWLM) has a long history of innovating charity and community impact. Since 1930, we have been mobilizing everyday people to contribute to programs that advance social equity. We support the youngest, oldest, and the most vulnerable members of 40 BC communities from the Sunshine Coast and Sea to Sky Corridor through to Vancouver to the Fraser Valley, and all the way to Boston Bar, BC.

Never losing sight of our focus on local communities, our work also spans the province. We manage BC’s Better At Home program for Seniors and the Youth Futures Education Fund for youth who have aged out of care. United Way of the Lower Mainland was integral to the creation of BC211 and its valuable province wide social support system.

While we have focused our work on kid living vulnerably, families experiencing poverty, and seniors facing social isolation, we never lose sight of the big-picture causes of social inequity.

In the next phase of our work, we wish to inspire resiliency, innovation, and a sense of co-ownership. This work will reflect what it means to live here and now, and how powerful it is to show up for each other – all with great love.

Ready? Let’s kick-start your career in Purpose.

Current Opportunities

ADMINISTRATIVE ASSISTANT

If you are a career administrator, looking for a new opportunity, this may be the position for you.