About this role
Benefits of Working at BGCFS:
• Permanent Positions • Competitive Salaries • Benefits from Start Date • Opportunities for Leadership and Professional Growth • Learning organization with tuition support and paid placements (MSW) • Flexible/ Hybrid work Model • Healthcare Spending Account
PURPOSE STATEMENT: The Executive Assistant is a member of the Leadership Team of BGCFS. Reporting to the Department Director, the Executive Assistant provides support and leadership to the Department Director(s) as required. The Executive Assistant proactively anticipates work demands of the Director and prepares and executes plans to ensure that all work is completed as required. The Executive Assistant is responsible for managing the workflow and effective and efficient administrative support to the Department Director(s). Executive Assistant will be assigned oversight of specific programs, projects, and Administrative Support Services.
MAIN DUTIES & RESPONSIBILITIES: Active participant in the Leadership Team and the Executive Assistants Team
• Internal documentation management and written process including the intranet (iConnect). • Be a department expert on processes and workflows. • Update and Maintain Department and Agency Policies, Standards and Procedures. • Coordinate tasks and coverage within the EA group. • Designs and implements, systems, practices, processes, procedures, and workflow including training and support tools. • Responsible for quality and continuous improvement. • Ensures compliance with multiple projects, tasks, processes. • In consultation with Director(s), handle Community Inquiries, service users, staff, union, Ministry and other legislative bodies and or unusual situations which require immediate attention. • Prepares and processes, often sensitive and/or confidential reports, minutes, in camera minutes and other correspondence accurately and in a timely fashion. • Prepares, analyses and reports on Departmental data as required and using the support of other staff where appropriate (e.g. QA). • Coordinates Child Death Reviews and complaint or other formal processes as required. • Coordinates Ministry processes, reviews and audits. • Maintains department forms, foster parent website portal and manuals. • Identifies issues of non-compliance and/or concern and brings forward to the Director. • Manages scheduling of meetings for Director and Department as required. • Liaise with external stakeholders such as Funders, Board of Directors, Foundation, Ministry. • Liaise with Service Leaders to ensure administrative tasks are completed as required. • Delivers training to staff and stakeholders as required. • Assumes Project Management lead on assigned projects.
Organization of Meetings/Scheduling:
• Co-ordinates a variety of sensitive and confidential meetings, appointments, and interviews including inviting participants, scheduling times and dates and all logistics including booking rooms, making travel arrangements, arranging room set-up, audio-visual equipment and meals and refreshments. • Prepares for meetings by composing and distributing agendas and materials. • Organizes and maintains the department calendar. • Coordinates employee and community training events as assigned • Coordinates agency events as required. Relationship Management:
• Demonstrates behaviours, actions and attitudes that are consistent with BGCFS?s vision, mission and values. • Ensures effective and professional communications with all in