JOB DESCRIPTION:
The Executive Assistant (EA) performs a wide variety of complex and confidential administration and relationship management duties in support of Melina Laboucan-Massimo; duties which require considerable confidentiality, initiative, tact, mature and independent judgment; strategic thinking; and strong interpersonal and organizational skills. Multi-tracking and multi-tasking skills are essential. Ideally based in Vancouver, BC (location is negotiable).
PRIMARY RESPONSIBILITIES:
Responsibilities and duties will be prioritized in advance with Melina to ensure the efficient facilitation and professional management of the following tasks:
Supervise and manage Melina’s schedule and arrange all details of travel. Manage Melina’s calendar according to business priorities, anticipate and proactively assist with changes of schedules and travel plans, ensuring all appropriate parties are aware of the itineraries and ensuring that all changes are seamlessly integrated regardless of timeframes and scope, including:
Coordinate all aspects of speaking engagements. This may include liaising with speaking agents, speaking bureaus, clients directly, and other persons. Often, negotiations with the event organizer will be required, and the EA is to provide agents and clients with the information they require to successfully book speaking engagements with Melina. Keep Melina informed of all details of the event(s) as they unfold. Draw up contracts for speaking engagements and negotiate with event organizers to ensure all details have been agreed upon. Prior to event, prepare and provide Melina with an information package on the event with all pertinent details. A step by step itinerary with all contact information must be prepared and included in the information package. With Melina’s guidance, book travel and all other arrangements accordingly.
Liaise with special projects as they arise to coordinate Melina’s schedules for filming, travel, meetings, publicity, etc. Note: often special projects arise on very short notice and with little or no planning time, and must be inserted into Melina’s busy calendar.
Act as buffer between Melina and the numerous media, environmental groups, government officials, business people, students and other groups and individuals attempting to contact Melina to obtain her support/endorsements, etc. Assist with communications in replying to any requests received for Melina’s time, support and/or endorsement.
REPRESENTATION:
Act as a representative of Melina Laboucan-Massimo, using excellent judgment in all dealings with external calls, mail, emails, media, and follow-up as appropriate, including:
Manage personally requested information; liaise with outside organizations, including various levels of government, and individuals and companies regarding various requests. Manage a high volume of emails, social media and other requests effectively.
Email/mail/social media; read, sort, highlight and prioritize, and when possible, send email summaries to Melina to summarize communications and requests, rather than sending multiple single emails. Once Melina has responded, disperse in order of priority.
Media: set-up interviews as required.
OTHER ADMINISTRATIVE DUTIES:
Establish and maintain comprehensive and confidential files.
Bookkeeping: prepare expenses and match with travel itineraries to distribute to Melina to assist her with invoicing clients. Provide support to Melina and/or bookkeeper as they prepare invoices for speaking fees, reimbursement of expenses for speaking engagements, and special projects.
CV: Keep Melina’s CV’s and bio up-to-date (work together on this)
Build and manage Melina’s contact lists and data base for future references.
Many other duties as requested (the list continuously changes in response to various projects)
QUALIFICATIONS AND EXPERIENCE:
Undergraduate level studies or equivalent experience preferred. At least 2 years progressive administrative responsibilities and at least 2 years executive assistance work experience preferred.
Strong personal interest and demonstrated commitment to environmental and social justice causes or issues.
Experience in public relations and social/digital media.
Candidate must be friendly, personable and able to build harmonious working relationships with clients, co-workers, and the general public.
Cultural awareness of First Nations peoples and issues.
Able to exercise diplomacy, tact and good judgment in recognizing scope of authority and in protecting confidential information. Emotional maturity required.
Able to perform secretarial and administrative duties with deliberate speed and accuracy, and with minimal supervision.
Must be very organized and able to prioritize tasks, with minimal supervision.
Excellent written and spoken English required.
Practical experience and strong facility with Microsoft Office applications required (Word/Excel/Power Point); experience with design/presentation, social media and/or database applications preferred.
Hours: Position will start at 20 hours per week and has the opportunity to change to full time later this year.
To apply, please e-mail your resume and a brief covering letter to:
kimkcanada@gmail.com*
subject: Executive Assistant