Find A Job

Our client is seeking a dynamic and highly skilled Executive Assistant to join their Vernon, BC office team! As the right-hand person to the Executive Director, you will play a crucial role by ensuring that the Executive Director has the support and resources needed to drive the organization’s mission forward.

Established in 1981, our client is a non-profit organization and registered BC charity who works closely with Interior Health and North Okanagan Administration teams to help advance excellence in healthcare in North Okanagan communities. Through fundraising and development projects our client supports the purchase of state-of-the-art equipment and patient care initiatives to help bring excellence in healthcare and improve lives within Vernon Jubilee Hospital, Interior Health long-term care facilities, and community care programs throughout the North Okanagan.

If the thought of being part of a positive, collaborative, and creative team that supports this mission and vision appeals to you, then this opportunity could be the ideal fit for YOU!

In this role, you will be responsible for managing the Executive Director’s busy calendar, scheduling meetings, and coordinating travel arrangements. You will be the point of contact for both internal and external stakeholders, including board members, and donors. You will also compose and proofread correspondence, draft reports, and prepare presentations for board meetings and other events.

As the ideal candidate, you have a passion for healthcare and a proven track record of supporting executives in a fast-paced environment. You have exceptional organizational skills, attention to detail, and the ability to prioritize competing demands. You are proactive and resourceful, able to anticipate the needs of the Executive Director and respond to them with effectiveness and professionalism. You must be able to work independently and take initiative while also being a team player who is comfortable collaborating with others.

You will have the opportunity to work with a team of passionate individuals who are dedicated to making a positive impact in our community.

If you have a strong background in administrative support, are a confident and strategic thinker, with excellent communication and interpersonal skills, and are looking for an opportunity to make a meaningful impact in our local healthcare community, we encourage you to apply for this exciting opportunity.

DETAILS OF THE ROLE:

A key priority of the role is focused on ensuring the smooth operation of the Executive Director’s office by supporting the administrative needs of the Executive Director and comprehensive administrative functions related to the Board and/or Committee work, in collaboration with other team members as required.

This role manages various projects and initiatives and handles confidential matters and sensitive information with discretion.

This role is also responsible for ensuring effective communications with Interior Health and other key internal and external stakeholders.

What’s involved on any given day:

• Maintain Board documentation and support the Secretary to the Board role for the Executive Director.
• Create/maintain an up-to-date Board Orientation manual and related Board recruitment documents and skills matrix.
• Assist ED with correspondence/emails, Board and Committee Agenda and minutes development; Board, Finance Committee, Governance Committee and assistance, as required, to the ED Performance Review & Compensation Committee and Development Committee
• Attend, record, and distribute board, committee and meeting packages in a timely manner.
• Assist the ED in compiling the ED Report and other documents required for agenda packages, and follow-up on the ED action items from the minutes.
• Research and prepare briefing materials, proactively following up in advance of key meetings.
• Draft and develop high-level key support documents and communications. Draft/respond to correspondence on behalf of the ED, and proof-reading reports prior to ED distribution. Proofing is also provided for the Associate Director and Communications Officer for collateral documents.
• Procure venues for the Board AGM and Retreat, and any Retreats/special events for Committees and/or the staff team.
• Complete the ED’s monthly expense report.
• Manage and maintain an extremely busy executive calendar and arrange travel including itineraries, transportation, and accommodations.
• Assist Executive Director with special projects.
• Maintain legacy files / estate administration.  Maintain ED’s Estate/Bequest, Expectancies, and Legacy files and responding to related legal documentation, bringing any anomalies to the ED’s attention and initiating follow-up action as required.
• Support the office team with front desk reception as required.
• Administer payroll timesheets and coding on an exception’s basis. Creation/maintenance of individual staff yearly templates, and an annual vacation calendar.  Ensure leave requests are submitted to the ED in a timely fashion, enabling planning and appropriate approvals.
• Support grant administration process for funding disbursements to Interior Health. This involves the creation and maintenance of forms/approval letters/documents related to the Grant Request process.
• Maintenance and management of company records in both electronic and hard copy.
• Provide administrative support to other team members or Board members as required.
• Other duties as required.

WHAT OUR CLIENT OFFERS:

• Salary: $50,000 – $60,000 annually
• 37.5 hours per week, Monday to Friday, in-office, may involve occasional evenings or weekends to attend Board meetings and AGM’s.
• Up to 4 weeks vacation time as accrued
• Comprehensive Benefits Package on start date
• Municipal Pension Plan after 3 months
• Paid Parking
• $25/month cell phone reimbursement

THE IDEAL CANDIDATE WILL HAVE/BE:

Personal Attributes & Characteristics:

• Very strong interpersonal skills, with excellent business acumen, diplomacy and discretion while maintaining the utmost confidentiality.
• Impeccable organizational skills are needed to manage multiple priorities, and tight deadlines in a fast-paced, changing office environment.
• Able to work with all levels of management, staff members, and the outside public.
• Collaborative with excellent communication skills and the ability to build relationships with internal and external clients.
• Superior grammatical and proofreading skills combined with excellent verbal and written communication skills.
• A self-starter, the ability to stay ahead of priorities and comfortable balancing multiple demands in a dynamic environment.

Educational, Experience and Other Requirements:

• Minimum 5 years of experience working in a senior or executive administrative support role.
• Post-secondary education related to office management and administration.
• Previous experience working in the not-for-profit sector would be a strong asset.
• Experience working in a healthcare environment would also be an asset.
• Highly competent in Microsoft Office Suite, including Word, Outlook, and PowerPoint.
• A Criminal Record Check is required as a condition of employment.
• Proof of COVID vaccination is required due to hospital and Interior Health site requirements.

The ideal start date for this position is early May.  Applications will be reviewed as they are received, and preliminary interviews will begin in mid-April 2023.  This position will remain open until filled.

If this sounds like an ideal fit for you, please apply with a resume AND COVER LETTER (in PDF or Word format) stating “why you would be an ideal fit for this role” to the attention of Stacey Davidson at [email protected]  Please use “Executive Assistant” in the email subject title.

No phone calls or agencies please. We thank all applicants for their interest; however, only shortlisted candidates will be contacted.

Client COVID-19 statement: We take your health and wellness seriously and follow all public health measures, including having a communicable disease plan in place to ensure your safety.

Located in one of the most picturesque spots in Vernon, BC, the Allan Brooks Nature Center is a not-for-profit organization whose goals are to increase public awareness, appreciation, enjoyment and stewardship of nature in the Okanagan region by providing firsthand opportunities to see, experience and learn of the Okanagan’s unique and diverse natural history, showcase its natural areas and features through information programs, displays, nature-related activities and events for all ages. To learn more about Allan Brooks Nature Centre, visit ABNC website: www.abnc.ca

As our Fund Development Manager, you will be responsible for seeking, building and maintaining relationships with donors, sponsors, and other supporters of our organization. You will identify new funding sources and research funding opportunities, write and submit grant proposals, plan and execute fundraising events and campaigns, and collaborate with our Centre Manager to ensure that fundraising activities are aligned with our organizational goals.

We are looking for a results-oriented, strategic thinker with a minimum of 5 years of experience in fund development or a related field. You should have a proven track record of successfully raising funds for non-profit organizations and strong communication, negotiation, and interpersonal skills. Additionally, you should be able to think strategically, develop and implement effective fundraising strategies, have experience creating donor recognition initiatives, and possess knowledge of fundraising software and tools.

In this role, you will have the opportunity to make a real impact on our organization and our community. Reporting directly to the Board Executive, you will work with a dedicated team of professionals who are committed to our mission and share your passion for making a difference.

GENERAL SCOPE OF ROLE:

Reporting to the Board Executive, the Fundraising Manager contributes to ABNC’s mission and the growth and sustainability of the organization through driving revenue generation. The Fund Development Manager is responsible for developing and implementing strategic plans and approaches to annual fundraising goals including fundraising campaigns, major gifts, legacy giving, corporate donations, grant solicitation, sponsorships, in-kind donations and donor recognition initiatives.

The Fund Development Manager is responsible for fostering ongoing relationships with donors, providing updates and checking in with regular and recurring supporters, prospecting new funding opportunities, researching and sourcing public and private grant opportunities, completing grant applications, as well as planning and hosting fundraising events.

In collaboration with all ABNC staff team members, the Fund Development Manager will assist in establishing and strengthening relationships and collaborating with local indigenous groups on special event opportunities.

The Fund Development Manager must thrive in a team environment with limited supervision, and quickly comprehend and act on changing priorities when necessary. This position will collaborate with the Centre Manager and work closely with other employees, including the Fundraising & Communications Board Committee, sponsors and donors.

JOB RESPONSIBILITIES:

Fund Development

• Develop a Fund Development Plan to increase stakeholder engagement, grow new donors and increase contributions and support levels, including establishing short and long-range goals for unrestricted funding sources.
• Cultivate strong relationships externally to seek core funding, create and maintain annual giving programs, develop and implement Legacy Giving (ie. CFNO), mid-level and corporate sponsorships, and small-level donor programs as well as manage special request campaign initiatives (ie. Okie’s Christmas Wish List).
• Prospect new funding opportunities; this includes identifying, cultivating, soliciting, securing, recognizing and stewarding new funders and grants.
• Coordinate in-kind donations and make decisions regarding the issuing of receipts (in alignment with CRA regulations).
• Research public and private grant sources (agencies, corporations and foundations) to identify sources of restricted and unrestricted funding.
• Lead fund development initiatives including seeking and securing commitments from individual and corporate sponsors, partnerships as well as develop and build strong relationships with sponsors, donors and community partners and organizations.
• Monitors trends in the community or region and adapts fundraising strategies as necessary
• In collaboration with the Centre Manager, seek and research suitable grant applications as applicable.
• Compile or develop materials for grant submissions or other funding organizations.
• Collaborate with the Communications Coordinator on communications and appeals for fundraising initiatives including development of communication materials for annual giving and stewardship initiatives to the ABNC newsletter.
• Other Fundraising duties as required.

 Community Engagement

• Represent ABNC at various community events; seeking opportunities to engage the public and potential donors about ABNC programs and events.
• Contribute to strengthening relationships with indigenous and first nations groups including the Sylix/Okanagan people.
• Grow third party events, peer-to-peer appeals (ie. Giving Tuesday), service club and community club involvement. Prepares and delivers presentations to the community and work with community organizations (ie. 100 WWC, Men’s Shed, Rotary) to coordinate initiatives.

Fundraising Events

• Collaborate with Fundraising Committee members to refine and implement fund development strategies and plans.
• Seek, establish and maintain relationships with partners, donors and event sponsors including media sources.
• Deliver public speaking presentations and live media interviews as required.
• Participate on committees as requested.
• Coordinate and manage annual capital campaigns and special fundraising events (ie. Gala) as specified in the fund development plan.
• Assist in training and supervising volunteers participating in fundraising events.
• Assist the team in developing, planning and organizing of ABNC fundraising events and activities.

General / Administrative

• Administrative tasks related to fund development coordination, reporting, tracking, and activity completions.
• Develop, oversee fund development program budget, progress, deadlines, goals and objectives related to responsibilities.
• Presents an annual income and expenditure budget for the fund development program to the Board for approval.
• Prepares reports that are presented at each Board meeting on progress related to fundraising and the management of the fund development activities.
• Research, recommend and implement a donor/fundraising database system.
• Maintain a database of grant opportunities.
• Present a professional and pleasant customer service environment and ensure positive communications for building and maintaining great working relationships with all stakeholders, including staff, volunteers, donors, sponsors, members, visitors, and community at large, delivering value and maintaining ABNC’s reputation and commitment to service.
• Perform reasonable tasks requested by the Board in an orderly and timely fashion.
• In collaboration with the Centre Manager, support the development of the organization’s budget.

HR &Workplace Safety

As part of the ABNC Staff team:

• Ensure that staff and volunteers work in a safe, healthy, and supportive environment in accordance with WorkSafe BC Standards, ABNC’s policies and mission.

Identify risks and understand their impact, provide input into developing policies and procedures that will eliminate or reduce those risks.

QUALIFICATIONS, KNOWLEDGE, SKILLS & ABILITIES:

• 5+ years of progressively responsible fundraising leadership experience with a proven record of developing, managing fundraising programs and gift solicitations.
• A degree or diploma in fundraising, communications, public relations or similar preferred. Equivalent work experience may be considered.
• CFRE (Certified Fund Raising Executive) designation is considered an asset.
• Knowledge, understanding and experience working within non-profit, tourism, educational or customer focused organizations is an asset.
• Confidence in public speaking with exceptional verbal and written communication skills with media interviews, writing sponsorship and donor campaigns, and recognition letters.
• Results-driven, creative and innovative with high attention to detail.
• Fundraising events planning experience is an asset.
• Strong computer skills, MS Office.
• Strong interpersonal, conflict resolution and relationship building skills.
• Ability to work well with and engage with a diverse group of staff and volunteers.
• Self-directed with an entrepreneurial attitude. Highly organized with ability to multi-task, prioritize and problem solve. Able to work independently and with minimal supervision.
• Able to work under pressure and adapt quickly to changing priorities.
• Collaborative leadership and team-oriented work style.
• Passionate about nature, education, and the values and mandate of ABNC.
• Flexibility and willingness to attend after hours events.
• Must have Driver’s License and reliable vehicle.

Salary: $60,000 – $75,000 (depending on experience) plus up to 15% bonus
3 weeks vacation plus paid time off during Christmas break
5 paid sick days annually

If you are inspired by this posting and are ready to make a difference in our community, we encourage you to apply for this exciting opportunity.

Please apply by emailing your resume and cover letter ‘stating why you would be an ideal fit for this role’ to the attention of Stacey Davidson, HR Director, ABNC  at: [email protected].

Please state “Fund Development” in your email subject line.

Thank you in advance for your interest – we will do our best to reply to all applicants; however, in the event of a high number of applications only short-listed candidates will be contacted.