Work With Us
Office Manager - Executive Support
Description
The Office Manager/Executive Support is responsible for promoting a culturally safe and supportive work environment and maintaining the overall flow of the offices. This position is responsible for ensuring that the offices run efficiently by providing employees with necessary resources and tools. The Office Manager tracks the admin team schedules to ensure coverage of key roles to maintain operations during business hours and provide administrative support to the Executive Director and Board of Directors, in preparation of BOD meetings, information packages, agendas and minutes. The Office Manager is responsible for a wide variety of administrative duties in support of the IRSSS divisions and administrative units throughout all seven (7) regional offices. The Office Manager works to ensure the efficient and timely completion of all operational and administrative duties of the assigned departments through various change management techniques; advises and assists IRSSS in internal communications and administration duties.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Provides direct administrative and office support to all members of the IRSSS management team, as directed.
- Holds regular meetings with departmental staff to identify and resolve any issues, problems or concerns between departments.
- Responsible for motivating and developing the skills of support staff to foster productivity, professionalism and high morale.
- Manage client experience and ensure a culturally safe experience for anyone coming into the office and maintain accessibility in both availability and warmth of services.
- Provide administrative support to the ED and BOD with meeting management, agendas, information packages and meetings minutes. Minutes are expected to be drafted with 2 weeks of each meeting for review by the ED.
- Maintain office efficiency by organizing procedures, handling correspondence/mail distribution, managing filing systems, maintains corporate master list of all equipment [device, number, user, location, year of purchase] and overseeing office maintenance, janitorial, supplies and equipment uninterrupted function, as needed per satellite office.
- Provide direct administrative supports as needed, including scheduling appointments and meetings as directed by supervisor.
- Assist with office space/infrastructure scheduling, maintenance, and planning (moves, adds, and changes to workstations) and research new office space rentals.
- Liaise with leasing management or property management offices for requests and contract updates/renewals and office location searches.
- Ensures that the safety requirements of the organization's facilities are met.
- Attends monthly and annual strategic planning sessions for IRSSS.
- Assists in the management of building security, such as the assignment of key cards and alarm codes for approved personnel.
- Cover reception desk as required.
- Other duties shall be assigned as required.
- Travel will be required to support regional Board of Director meetings
EDUCATION AND EXPERIENCE:
- Post-Secondary education, Bachelors Degree or Diploma Business Administration with relevant years of experience and discipline, required.
- 5-7 years' experience in a senior administrative role preferred.
- Proven experience working with Indigenous clients, communities or organizations is required.
- Strong knowledge of office procedures and practices.
- Keen attention to detail.
- Strong leadership skills; persuasive and motivating, with a strong focus on managing staff, consultants, contractors, etc.
- A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people- management skills.
- Experience in preparation for, and facilitation of, meetings, feedback sessions, minutes taking and briefings.
- Ability to identify key issues and find solutions to overcome them.
- Strong knowledge of project-related financial management and internal controls.
- Strong problem-identification and problem-resolution skills.
- Flexible in adjusting to shifting priorities and deadlines: must be fully capable of multi-tasking.
- Clear and solid understanding of personnel policies, practices, and procedures and other operational issues faced by the organization.
- Necessary computer skills (EXCEL/ MS OFFICE and Access) is a characteristic supplemented by an aptitude for detailed work, ability to follow instructions, and possession of strong analytical skills.
- Must be highly organized, flexible and adaptable in a fast-paced office environment
- Ability to keep a good recording system.
- Ability to work independently and with minimum supervision and within a team environment.
- Excellent verbal and written communication skills and proven ability to establish rapport with people of all educational and occupational backgrounds.
- Ability to maintain a healthy working relationship with staff, community representatives/members and representatives of other organizations. Including collaboration with other IRSSS programs and staff as required.
- Maintain the confidentiality guidelines of all records, materials and communications concerning clients, staff and IRSSS.
The incumbent must maintain strict confidentiality in performing the duties of the Office Manager-Executive Support. The incumbent must also demonstrate the following personal attributes:
- Be honest and trustworthy.
- Be respectful.
- Possess cultural awareness and sensitivity.
- Be flexible.
- Demonstrate sound work ethics.
Term: Full-Time Term Position
Location: Vancouver – Vancouver Public Library
Salary: $60,000.00 to $70,000.00 to start and will be dependent on education and experience.
Benefits: Annual Leave, Sick Leave, Cultural Days, Wellness Days, after 90 days - Employer paid benefits plan and GIC matched savings.
Status: Minimum 60-80% in office requirement.
Deadline: Until filled with a qualified candidate.
We offer a great place to do your best work:
We believe in providing a supportive and fulfilling work environment for our team members. As the Office Manager/Executive Support at IRSSS, you can expect:
- Competitive base salary and full benefits, including dental, health, disability, and life insurance.
- 8 annual personal wellness days and an annual cultural day to honor your well-being and heritage.
- Retirement savings matching, supporting your financial well-being.
- Flexible work arrangements, with the opportunity to spend – 40-60% of your time in our Vancouver offices.
- Investment in annual staff learning and celebration retreats.
- The opportunity to be part of a purpose-driven organization making a difference in the lives of Indigenous people.
Come work with us!
If you are inspired by our mission and values and feel that you align with this role, we encourage you to take the first step towards making a positive impact and submit an application on the website link ‘Work For Us’ on www.irsss.ca
If this opportunity isn't for you but you know someone who would be a perfect fit, please feel free to share this posting with them. We believe that great people recognize great people!
We would love for our successful candidate to be of First Nations ancestry, but we are a proudly diverse organization and welcome candidates from all backgrounds to apply. In accordance with S. 41 of the BC Human Rights Code, preference may be given to applicants of aboriginal ancestry.
Compensation
$60,000.00 - $70,000.00 per year