This job posting has expired and no longer is available. Please explore other opportunities.

ESCRIPTION

Creativity and inspiration — two words we hold in high esteem.

Libraries change lives. We inspire individuals to discover new ideas and information that will expand their world.


Guided by our Board of Directors and Executive team, the Greater Victoria Public Library is one of the highest per capita circulating library systems in Canada, providing services at 12 library branches, on our website and out in the community to 380,000 residents in 10 municipalities in the Capital Regional District.


Recognized as leader in the community, GVPL is seeking an energetic, technologically savvy and proactive Executive Assistant with excellent organizational and communications skills who will support the CEO and Board of Directors. This is a great opportunity for an individual with strong organizational and multitasking skills with excellent attention to detail to contribute at an exciting time of change and growth within the library system and the communities we serve.


If you thrive on variety and enjoy interacting with diverse audiences in a dynamic work environment, this is the role for you. Join GVPL as we fulfill our mission to build community and support literacy and lifelong learning.


Executive Assistant


Reporting Relationships

Reports to: Chief Executive Officer (CEO)Supervises:not applicableStatus:This is an exempt position in a unionized workplace (CUPE Local 410)


Position Summary

This excluded position reports to and is accountable to the CEO and provides a wide range of organizational and administrative support services to the CEO, Library Board and Directors. Duties include, but are not limited to, managing calendars, scheduling meetings, meeting minute-taking and distribution, drafting internal and external correspondence, coordinating travel arrangements, managing records and documents. The Executive Assistant is also required to maintain confidentiality and professionally interact with Board Trustees, employees, management and the public.


Key Accountabilities

Under the direction of the Chief Executive Officer (CEO), the Executive Assistant:

  1. Manages the flow of information in and out of the CEO’s office, ensures timely responses to requests for information, and manages files and records related to the CEO’s office. Screens and triages telephone calls, e-mails, and visitors for the CEO’s office.
  2. Manages the CEO’s schedule to prioritize functions and appointments; monitors daily calendar; organizes and schedules meetings to ensure that deadlines are met.
  3. Assists with the preparation and distribution of reports, presentations and announcements from the CEO’s office. Requests, compiles and organizes correspondence and reports for signature by the CEO in a timely manner. Drafts routine internal and external administrative correspondence; reviews for format, content, proofreads and edits as required.
  4. Serves as liaison between the CEO’s Office and Board Trustees; facilitates communications, plans events; compiles and distributes agendas and minutes on the CEO’s behalf; efficiently plans, coordinates, and communicates the Board’s calendar; schedules and secures venues for all Board and Committee meetings; arranges catering and maintains all related supplies. Prepares expense claims and correspondence for signature by Board Chair.
  5. Performs the duties of a confidential recording secretary for all Board and Committee meetings, including recording and receiving approval of minutes and proper storage and retention of documents. Supports the orientation of new Board members.
  6. Assists and works collaboratively with the Directors’ Team, providing administrative support as directed; includes preparing agendas and recording and distributing minutes and action items for a variety of meetings.
  7. Fields calls, triages queries to the CEO, Board and senior library staff and manages meeting requests.
  8. Ensure the smooth functioning of the CEO office.
  9. Monitors areas of responsibility for opportunities for improvement and innovation.
  10. Promotes a safe workplace; ensures that all established safety procedures are followed.
  11. Fosters and maintains positive working relationships with the CEO, Board Trustees, Directors, Library staff and members of the public.
  12. Carries out other duties essential to the position as directed by the CEO.


Working Conditions

  • Office;
  • Occasional travel to attend meetings;
  • Evening and weekends as required.


Tools and Equipment

  • Operates standard office equipment such as computer, printer, telephone, photocopier, scanner, video conferencing, audio visual equipment,
  • Proficient with a variety of software applications such as Microsoft Office, Office 365 (including MS Teams) web content management software, scheduling software, social media and aptitude to learn other software as required. 


Required Education and Experience

  • Post-secondary diploma or certificate in the area of business or office administration;
  • Minimum 3 years’ experience supporting senior level executives;
  • Advanced skills in Microsoft Office and MS Teams;
  • Minimum typing speed of 60 wpm;
  • Proven competency in working with a large and diverse Board of Trustees, including minute taking, and acting as resource for the Board;
  • Experience communicating professionally to a variety of audiences and draft business correspondence;
  • Ability to meet tight deadlines by prioritizing work effectively and efficiently;
  • Experience coordinating meeting and travel arrangements.


Required Knowledge, Skills, and Abilities 

  • Ability to maintain strict confidentiality and to exercise sound judgment and discretion when dealing with sensitive issues;
  • Advanced working knowledge of general office systems and procedures;
  • Advanced oral and written communication skills, including strong spelling and grammar skills;
  • Working knowledge of Greater Victoria Public Library policies, procedure, mandate and vision;
  • Proven competency in creating formal minutes, and professional documents or presentations;
  • Superior organizational skills and detail-oriented;
  • Proficient computer skills and experience with utilizing various software programs;
  • Create and edit a variety of correspondence and reports;
  • Ability to apply good judgment to decisions regarding administrative matters, determining appropriate course of action, solving problems and monitoring, evaluating, and updating own work procedures;
  • Strong ability to multitask including the ability to work independently with limited direction;
  • Strong time management skills, including the ability to meet tight and changing deadlines;
  • Ability to interpret CEO and Board direction and incorporate into operational policies and procedures;
  • Working knowledge of parliamentary procedures or Robert’s Rules of Order;
  • Ability to foster and maintain positive working relationships with colleagues, trustees, and external contacts;
  • Ability to guide other staff.


Subscribe to Job Alerts

© 2024 YYJOBS | Victoria and Vancouver Island jobs