COHO - Senior Executive Assistant (Exempt Position)

COHO Management Services Society has been providing property management for housing co-operatives since 1984. Working at COHO Management Services means joining a team of professionals who are proud of their work and why they do it.  

We are inviting applications from qualified individuals for a full time Senior Executive Assistant in our Vancouver office. 

The Senior Executive Assistant (SEA) supervises and organizes staff to effectively meet COHO’s contractual requirements including client assignments and contract management. A poised and well-organized professional, the SEA is enthusiastic about technology and quality improvement systems and empowers the Director of Finance & Operations (DFO) to lead COHO to further success.The SEA is required to travel within the Lower Mainland and Vancouver Island, attend evening events, meet intensive and changing deadlines and interact with board members.

The Senior Executive Assistant has responsibilities in the following areas:

Corporate Management

  • Administer and manage the corporate insurance program and evaluate the adequacy of insurance coverage and limits to ensure COHO maintains appropriate risk retention strategies. Provide the director of finance and operations with recommendations to enhance the corporate insurance portfolio
  • Organize data to accompany quarterly reports to the COHO board of directors
  • Protect the security of confidential information by maintaining private files and preparing private correspondence
  • Respond on behalf of the management team on highly sensitive and confidential inquiries by determining the nature of the issues and providing the necessary information
  • Participate in and as act as a recorder for senior management, union grievance and other confidential meetings
  • Liaison with other related organizations to coordinate management initiatives

Operations and Human Resources Management

  • Supervise staff support to clients including scheduling of coordinators to meet the contractual requirements
  • Approve monthly timesheets and authorize vacation and overtime
  • Research, prioritize and follow up on incoming issues and concerns addressed to the director of finance and operations, including those of a sensitive nature and take the appropriate course of action, referral or response
  • Responsible for securing and organizing documents related to grievances and collective bargaining
  • Communicate directly on behalf of the director of finance and operations, on specific initiatives and projects as assigned
  • Provide assistance on projects by collecting data, requiring the evaluation and determination of available sources. 

Financial Management

  • Coordinate financial transactions with accounting personnel to support the operational requirements of the management and maintenance divisions
  • Manage standard procedures and systems to help increase operational efficiencies
  • Delegate tasks and practice the appropriate autonomy in problem solving
  • Assist the director of finance and operations in completing high-level reports, documentation and presentations
  • Other duties as required in support of senior executive management

KNOWLEDGE

  • Relevant under graduate degree preferred
  • Minimum of 7 years’ experience as an Executive Assistant to a senior level executive in a complex organization
  • Minimum of 5 years’ experience in a financial management role in a large organization
  • Knowledge of contract management protocols and processes
  • Knowledge of effective business writing techniques and the use visual aids to improve reports

SKILLS

  • Above average proficiency in  MS Word, MS Excel, MS Outlook
  • Excellent writing, proof-reading and presentation skills
  • Excellent time management and prioritization skills
  • Strong multi-tasking and organization skills
  • Effective problem solving and conflict resolution skills
  • Ability to understand financial data and draw conclusions

ABILITIES

  • Ability to plan, direct and review the work of others
  • Ability to communicate well with people in writing and in person with the goal of achieving goals and resolving conflicts
  • Ability to effectively establish and build professional working relationships crucial to COHO’s success
  • Ability to perform at a high level in stressful situations
  • Ability to take initiative and make independent judgement/decisions
  • Demonstrate a willingness to be flexible and adaptable to changing priorities
  • Personable and courteous in working relationships with staff and clients
  • Must be analytical, well-organized, and have the ability to switch tasks quickly
  • Advanced ability to effectively communicate in both a written and oral manner

OTHER JOB REQUIREMENTS

1.    Travel is required in the lower mainland and Vancouver Island

2.    Ability to attend evening events both on the mainland and on Vancouver Island is mandatory

3.    Ability to meet intensive and changing deadlines


This is an exempt position and is excluded from the COHO Bargaining Unit. COHO’s non-management staff are organized as a bargaining unit in Local 3000 of UNIFOR Union.

Please apply by submitting a cover letter and resume with salary expectations by February 19, 2016 to hr@coho.bc.ca.