Wednesday, January 9, 2013

Could you be our next Executive Assistant?

Another position is available here at VO: Executive Assistant.

Employment Type: Full Time

Reporting to the General Director, the Executive Assistant assists the General Director by ensuring smooth coordination of meetings, travel, and information, and by keeping efficient records and files; acts as secretary and liaison to the Board of Directors and its Committees; and coordinates the Annual General Meeting

For the General Director:
• Write, edit and word process correspondence, reports and other documents
• Maintain office files
• Arrange special staff and management meetings and coordinate the logistics
• Schedule appointments, meetings, travel arrangements, and other activities; maintain calendar
• Process and balance quarterly expense report of General Director. Reconcile report with accounts payable accountant
• Take notes at Board and Executive Committee meetings and at annual general meetings; transcribe, distribute; file
• Online research re media, government and other relevant sites
• Some graphics work in Microsoft Word and other software
• Scanning, electronic filing and file distribution
• Other duties as assigned

For the Board of Directors and its Committees:
•  Take minutes at Board and Executive Committee meetings, and at the Annual General Meeting
•  Draft minutes for approval by the Board Secretary
•  Prepare and distribute meeting packages for Board and Executive Committee members
• Collate and deliver materials for distribution at Board meetings
• Arrange the logistics of Board meetings and Annual General Meetings
• Maintain Board orientation and information materials on the VO website
• Arrange Board orientation and committee meetings as required
• Liaise with and field inquiries from Board Directors
• Handle government filings on behalf of the Board
• Other duties as assigned

• At least 2 years experiences as an executive assistant
• Fluent in spoken and written English
• Literate in MS Word, Excel, Outlook, and other programs
• Self-motivated and resourceful, with the proven ability to multi-task and operate successfully under tight deadlines and time pressures
• Energetic and enjoys a fast pace, dynamic, challenging and team-oriented work environment
• Strong writing, reading, listening and speaking communications skills
• Strong interpersonal and teamwork skills

• Commensurate with experience.
• Full time permanent employment status is subject to three months probation period performance assessment. Benefits subject to successful completion of probationary period.

REPORTS TO: General Director
LIAISES WITH: Chair of the Board, and Board of Directors of the Vancouver Opera Association, and Vancouver Opera Foundation. Executive Committee, Committee on Directors; Vancouver Opera Guild President. All staff, particularly the Directors of departments.

Please submit cover letter and resume by mail or email to:
Human Resources
Vancouver Opera
1945 McLean Drive
Vancouver, BC V5N 3J7

Deadline: January 23 2013
No telephone calls, please. Shortlisted applicants will be contacted for an interview.

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