The Administrative Assistant is accountable for providing administrative support to the Executive Director, membership of the BCHPCA and the Board by co-ordinating Board meetings, preparing and distributing Board agendas, packages and minutes; assisting with planning and scheduling public consultation meetings; providing day to day support for the Executive Director by scheduling appointments, responding to enquiries, word processing a variety of correspondence, reports, memos, presentations, progress reports etc., support to membership and maintaining filing systems.
Completion of recognized administrative diploma or recognized secretarial program supplemented with either 5 years or experience supporting a senior executive and Board of Directors, preferably in a small to medium sized office environment.
· Ability to word process at a rate of 60 wpm.
· Knowledge of the policies and procedures of boards.
· Excellent knowledge of office practices and procedures.
· Demonstrated skills in Microsoft Office for windows including desktop publishing, graphics, layout, spreadsheet, electronic scheduling and e-mail applications.
· Strong analytical and problem-solving skills in combination with the ability to multi-task and perform duties under minimal supervision.
· Considerable knowledge of business English, correct punctuation and grammatical usage and good vocabulary.
· Excellent organizational, communications and interpersonal skills.
· Demonstrated ability to work collaboratively as a member of a team.
· Ability to be flexible with changing priorities, prioritize work load and work under pressure to meet deadlines.
· Ability to take and prepare minutes, interpret the collective sense of discussions of committee and board meetings, and to frame motions, often from general dialogue.
· Ability to respond to enquiries and requests for information.
· Ability to maintain effective working relationships and deal tactfully with board, staff, membership, volunteers and the general public.
· Ability to anticipate potential problems/conflicts and to take appropriate action.
· Ability to work independently in a small office environment.
1. Provides confidential secretarial and administrative support to the Executive Director, Board minutes, Board reports, personnel related information, reference letters etc.; arranging meetings and making travel arrangements as required.
2. Prepares and distributes Board meeting packages ensures Board Chair reviews draft minutes, arranges meeting locations and ensures materials needed for Board are available.
3. Plans, organizes and ensures that corporate and legal requirements are achieved.
4. Maintains a working rapport with the National office of the Canadian Hospice Palliative Care Association.
5. Prepares and maintains all books, deposits and records.
6. Develops and maintains appropriate organizational structure, processes and records in keeping with existing bylaws, regulations and policies.
7. Responsible for effective functioning of the provincial office to include ongoing member services, development, promotion and distribution of communication/public relations materials, management of resource materials and responsiveness to requests for information.
8. Works with funding committee to maintain records in proscribed manner.
9. Represents BCHPCA provincially as required.
10. Encourages and maintains relationships with hospice palliative care organizations
at all levels.
11. Establishes liaisons with other provincial voluntary health-related organizations.
12. Manages the daily calendar and activities, makes travel arrangements, schedules meetings, responds to enquiries, correspondence and telephone calls on behalf of the Executive Director; co-ordinates information exchange between the Executive Director, Board and membership. Manages Board events calendar.
13. Responds to telephone and written inquiries and drafts routine correspondence on behalf of the Executive Director.
14. Assists volunteers with telephoning and scheduling for special events; typing and distributing schedules.
15 Responds to inquiries about volunteer opportunities and refers calls as appropriate. Assists with interviewing prospective office reception volunteers and supervises these volunteers. Inputs and maintains information in the database.
16. Responds to requests for association maintenance, equipment servicing and arranges for maintenance or service; orders office supplies; maintains petty cash for hospice.
17. Processes Criminal Record Check forms for staff and volunteers and files responses.
18. Sets up and maintains filing systems for assigned staff.
19. As required assists with IS, website and telephone functions such as setting up and deleting users on phone system, providing mailbox ID and training staff and volunteers on voice mail.
20. Performs other related duties as required.
Please send resume and cover letter to BCHPCA by fax to 604-806-8828 or by email to
British Columbia Hospice Palliative Care Association
Room 502 - Comox Building
1081 Burrard Street
Vancouver, B.C., Canada V6Z 1Y6