CANDIDATE
If you are an administrative professional looking for a part-time position in a high functioning team, this may be your role! The Langley Memorial Hospital Foundation seeks an Executive Assistant to support the Executive Director and Board, an office manager and team player to assist our events and marketing teams as needed. If you enjoy small teams, a diversity of tasks and fundraising environment, please apply. This small and passionate team works in concert to ensure Langley has the health resources it needs.

To apply, please provide a resume and cover letter to Admin@LMHFoundation.com

Position open until filled.

JOB SUMMARY
The Executive Assistant reports to the Executive Director. Dedicated to customer service, this position supports the Board of Directors and its committees and the Executive Director. The role includes managing the office, and holds key roles such as supporting workplace culture, and development and practice of IT crisis response. The roles includes a variety of administrative tasks and is vital to helping to ensure LMHF's donors, as well as hospital patients, visitors and staff, are inspired by our mission and engaged in supporting the organization.

DUTIES AND RESPONSIBILITIES
1. Organizational Operations and Office Management

  • Liaise with Fraser Health Authority Parking Administration on the management of Foundation-owned parking lots as set out in annual service agreements,
  • Coordinate the maintenance of the parking lot,
  • Evaluate Foundation risk and recommend insurance coverage for protection against property losses and potential liabilities; coordinate the annual cyber security plan and protocol,
  • Evaluate and update Employee handbook and policies,
  • Work with Executive Director to develop and execute plans to continue to build a positive workplace culture,
  • Comply with provincial reporting requirements in collaboration with the law firm acting on behalf of the Foundation,
  • Act as the primary contact for the Foundation's email and central telephone switchboard,
  • Oversee IMIT and communications hardware requirements for all staff,
  • Manage main office - order supplies, liaise with hospital admin, maintenance and property manager.

2. Human Resources

  • Administration of human resource matters, in consultation with the Executive Director, including coordinating onboarding of new staff.

3. Board Support

  • Prepare and distribute Board and committee meeting agendas and packages, attend meetings and record minutes for distribution and approval,
  • Track actions from meetings and work with Executive Director to complete or ensure they are completed,
  • Working with the Executive Director, prepare for and execute board events such as annual board development, orientation, social gatherings and strategic planning sessions.

4. Assistance to the Executive Director

  • Overall support for the Executive Director, including calendar management.

5. Assistance to the Fundraising and Communications Teams

  • Event assistance as needed: booking rooms, catering, reminder calls, manage RSVP list,
  • Donation processing and database support as needed.

EDUCATION AND EXPERIENCE

  • Minimum five years of progressive experience in a related position,
  • Not-for-profit Board experience an asset,
  • Human resources experience an asset.

KNOWLEDGE, SKILLS AND ABILITIES

  • Administrative writing and reporting skills,
  • Organized and able to prioritize, schedule and perform multiple tasks with minimal supervision,
  • Willing and able to work evenings as required,
  • Maintains confidentiality,
  • High customer service orientation; personable, relates well to external stakeholders,
  • Sound judgement and discretion,
  • Ability to work well under pressure to meet deadlines and manage multiple priorities,
  • Demonstrated leadership and management skills,
  • Exceptional communication and interpersonal skills including good judgement,
  • Sound analytical and problem-solving skills,
  • Detail oriented with attention to accuracy,
  • Computer knowledge with advanced focus on Microsoft Office products,
  • Demonstrated ability to collaborate and work effectively as part of a team.

RELATIONSHIPS

  • Reports to the Executive Director,
  • Liaises with:
    • Board members and volunteers,
    • Donors, potential donors,
    • Elected officials,
    • Contractors, vendors, suppliers,
    • Foundation staff members,
    • Fraser Health.

At 30 hours per week, this 0.8 part-time position can accommodate a school schedule but requires flexibility to accommodate meetings outside of regular work hours. The annual part-time salary range is $41,600-$53,560 based on experience with a benefits package including extended health, dental benefits and RRSP matching contributions.

To apply, please provide a resume and cover letter to Admin@LMHFoundation.com