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Executive Administrator

You are an efficient, dedicated, and focused administrative professional who enjoys working collaboratively in a team environment. As a lifelong learner, you enjoy working on a variety of projects, meeting new people, and being challenged in your everyday work. As an Executive Administrator, you’re flexible in your approach to work, able to prioritize responsibilities, and quickly move between tasks.

Smart, Savvy + Associates has partnered with our client, Coast Funds, in their search for an Executive Administrator. Reporting to the Executive Director, this role supports the administration needs of a small, impactful team, and works closely with the Board of Directors and First Nations leaders. If you’re a strong communicator and a collaborative team member, apply for this role today!

About the role:

The Executive Administrator is a key member of a close-working team who fosters high trust relationships with management, directors, colleagues, and clients. This is an influential role in the organization, contributing to developing, coaching, mentoring, and inspiring our staff team.

Main areas of responsibility include providing support for the Board and Executive Director, project administration, and general administration. Major tasks include:

  • Working with the Executive Director, Board Chair, and staff to develop agendas, schedules, and record minutes for Board and Committee meetings (using, Microsoft Outlook, and Microsoft SharePoint)
  • Leading event coordination for regular and annual meetings including arranging off-site meeting locations, catering, travel and accommodation.
  • Responsibility for record keeping and data entry in the organization’s Salesforce database, hard copy files, and network file server, this includes maintaining contacts and distribution lists
  • Working with the Executive Director and Director, Project Investment to finalize narrative, financial, and outcomes reporting with First Nations
  • Drafting, obtaining approval, and sending written and email correspondence to First Nations leadership on behalf of Coast Funds’ management
  • Providing clerical assistance as required, including assembly and mail-out of all communications materials such as The Talking Stick publication and corporate correspondence

About you:

  • Post-secondary education in business, communications, or a related area
  • 5+ years of experience in progressively responsible and complex administrative positions, including experience supporting senior executive and/or Board members
  • Strong interpersonal skills to create a clear understanding of expectations; address escalated challenges and issues, and positively represent the organization to clients and stakeholders
  • Excellent project management and organizational skills with an ability to balance multiple priorities to produce tangible results in a dynamic and deadline-driven work environment
  • Proven track record of managing confidential client information and corporate file systems
  • Strong word processing skills (75+ wpm) using Microsoft Word, Excel and Adobe Acrobat and skilled with using Microsoft Outlook to arrange meetings and manage multiple calendars
  • Excellent verbal and written communication skills, with experience in drafting, proofreading, and editing correspondence for senior management

How you’ll #StandApart:

  • Experience with customer relationship management software such as Salesforce
  • Familiarity with the Great Bear Rainforest region and the organizations’ Participating First Nations

About Coast Funds

Coast Funds is globally recognized as a model of permanent conservation financing that invests to strengthen the well-being of First Nations and the ecological integrity of the Great Bear Rainforest and Haida Gwaii. Founded with $118 million in 2007, Coast Funds is a partnership of private foundations and government. Currently, Coast Funds has approved over $83.3 million towards 364 conservation and sustainable development projects in the region. Learn more:

About Smart, Savvy + Associates Recruitment Professionals

Smart, Savvy + Associates are experts in helping marketing and communications leaders find people and develop teams that thrive and deliver inspiring results. As a people performance company, we specialize in finding marketing and communications talent in the Pacific North West. Our specialty is strong relationships: we get to know our candidates and we take the time to explore the job requirements, workplace culture, and business objectives surrounding each hire.

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