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Company Confidential

Company Confidential

Executive Administrator

Posted 3 days ago

Job Details




dollar sign60,000 to 72,000 per year

Job Description

Job Title:

                Executive Administrator

 Time to start:

                Beginning of July 2024 (or as soon as possible)


                Vancouver (In person, with flexibility for partial remote work)

 Full Time/Part Time:

                Full time (or part time > 0.6 GFT)

 Salary range:

                $60,000 - $72,000 per year, with full benefits

 Job Summary

 This position provides executive support for the President, Canadian Dermatology Foundation (CDF) as well as other senior management within the CDF office. As a primary contact for the CDF, this position liaises with various levels in external agencies and fosters effective working relationships on behalf of the CDF. This position requires high level of tact, discretion, and sensitivity. The incumbent is expected to establish a well-developed understanding and knowledge of the CDF policies and procedures, and related organizational protocols.

 Organizational Status

Works directly with and reports to the President, Canadian Dermatology Foundation (CDF). This person works closely with and may take direction from members of the CDF Leadership Team.

 Work Performed

  • Supports the President with daily communications and acts on behalf of the CDF executive board to move issues forward and provide follow up. Manages critical timelines and deadlines, and ensures that tasks are completed within a specific timeframe. Acts as a central source of information for CDF.
  • Conducts research, analyses data, and creates reports for the Director and the CDF leadership team to facilitate strategic decision making.
  • Oversees and implements a communications strategy that includes an up to date website and contact database.
  • Manages and oversees the preparation of materials, briefings, agendas, and speaking notes for the President and the executive directors in advance of meetings.
  • Responsible for effectively communicating with all internal and external stakeholders as needed; follows up on requests and takes appropriate action as required.
    • Evaluates the urgency and priority of items and requests as they come to the Office, handling them as appropriate; ensures that all requests are resolved or routed appropriately and expeditiously.
    • Manages the President’s travel, including travel arrangements, meetings coordination and briefing materials.  Exercises judgment as to the best use of the President’s time.
    • Strategically manages the President’s priorities and professional commitments, exercising judgement in reviewing and making decisions on scheduled events and project priorities.
    • Oversees and coordinates all financial processing for the President and the executives - including preparing reimbursements and payment travel expense reports as needed. Prepares the President’s credit card reconciliation and budgetary expenses on a monthly basis.
    • Corresponds on the President and/or CDF executives’ behalf as appropriate; Ensures mail, phone calls, appointments and materials are appropriately and expeditiously handled; handles or routes requests appropriately.
    • Assists the President and board members in engaging existing donors /contributors and establish new donors and contributors.
    • Performs other related duties as required.

Consequence of Error/Judgment

This position requires a sophisticated level of judgment, tact, discretion and initiative. Errors in judgment with internal or external constituents could have a negative impact on the CDF resulting in legal suits, poor public relations, financial costs, and loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent must demonstrate strong interpersonal skills in dealing with government, high profile stakeholders and senior administration of the CDF community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications. Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of CDF guidelines, procedures and policies.

 Supervision Received

Must be highly self-directed, taking initiative, working independently. Responsibilities are defined by the CDF and the Directors’ needs.

 Supervision Given

No formal supervision given but may hire and supervise temporary staff.

 Minimum Qualifications

  • Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
  • Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

 Preferred Qualifications

  • Undergraduate degree in a relevant discipline. Minimum of one year’s experience or the equivalent combination of education and experience.
  • Administrative experience in an executive office of an academic or professional organization is preferred.
  • Proactive management of conflicting priorities with the ability to advise and direct resolutions.
  • Effective organizational, problem-solving, planning and analytical skills.
  • Excellent command of the English language demonstrated in all forms of communication. Proficient in the use of English grammar, spelling and punctuation and professional terminology.
  • Highly proficient in word processing, spreadsheet, presentation, project planning and scheduling applications. Strong business and financial acumen.
  • Ability to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner.
  • Ability to work independently and cooperatively both within the CDF community and with external stakeholders.
  • Demonstrated ability and experience to work effectively with representatives from both the public and private sectors.
  • Ability to maintain accurate records and strong attention to detail.
  • Ability to exercise judgment, tact, discretion and diplomacy.
  • Ability to work flexible hours including evenings and weekends to support meetings and events (approximately 5 times per year).

 Additional assets:

  • A strong desire to learn new skills and to play an important role in the CDF.
  • Experience with executive calendar and email management.
  • Experience with fund-raising initiatives is desirable although not required,
  • Social media and web experience an asset (Instagram, Twitter, YouTube, etc.).

Application closing date is 2024-07-24

Current Openings

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