PATHWAYS OVERVIEW

Pathways Abilities Society is a charitable organization that has supported people with diverse abilities in the Central Okanagan since 1953. Funded primarily by Community Living BC (CLBC), Pathways helps people pursue their goals and participate as equal members of the community.

Guided by Embrace, Empower, and Employ, Pathways delivers person-centred services in partnership with employees, volunteers, families, funders, and community partners. We prioritize inclusion, accessibility, safety, accountability, and continuous improvement.

Pathways provides:

· Employment and skill-development supports.

· Social, recreational, and community-inclusion programs.

· Residential, home share, and accessible housing options.

· Individualized funding and life-skills supports.

Pathways Abilities Society respectfully acknowledges that we live, work, and provide services on the traditional, ancestral, and unceded territory of the Syilx (Okanagan) People. We are committed to fostering meaningful relationships, respect, and inclusion within the communities we serve.

Please visit our website to learn more about Pathways Abilities Society and our programs:

https://pathwayskelowna.ca/our-three-pathways/

POSITION OVERVIEW

This position will provide direct support to the Administrative team as well as being a customer-facing point of contact on behalf of our organization to our managers, employees, clients, partners and stakeholders.

The Executive administrator of People and Culture and Communications is responsible for the oversight and performance of all administrative functions and duties that will enhance the effective and efficient operations and communications of Pathways Abilities Society. The Executive administrator of People and Culture and Communications will oversee operational administrative functions and ensure all documents are aligned and remain current and updated. The Executive administrator of People and Culture and Communications works directly with the Executive Director and Director of People & Culture and will be in agreement with the Mission, Vision, Values and Philosophy of Pathways Abilities Society.

REPORTING AND WORKING RELATIONSHIPS

Reports and is accountable to the Executive Director or their designate and works collaboratively with the People & Culture Manager, Finance Manager, leadership team, and external stakeholders

1. Participates as a member of the Executive Administration Team.
2. Liaises with staff and volunteers of community and government agencies as required.
3. Liaises with the staff of Pathways as necessary.
4. Prepares documents for Pathways Board of Directors, and may be present at meeting to take minutes.

CORE COMPETENCIES

Accountability

Collaboration

Integrity

Communication

KEY ACCOUNTABILITIES

General Responsibilities

1. Represent Pathways as an ambassador of the organization in a professional manner at all times.
2. Act as the point of contact for internal and external clients.
3. Provide leadership and oversight for administrative systems, records management, and communication functions.
4. Develop, implement, and continuously improve administrative processes, systems, and practices that support organizational effectiveness and efficiency.
5. Provide assistance in identifying, developing and implementing effective advocacy practice based on individuals served.
6. Track organizational reporting requirements, administrative deadlines, and governance compliance obligations, ensuring timely completion and submission of required documentation.
7. Foster and maintain a positive and cooperative work relationship with all staff and act as a liaison between staff and the Executive Director when required.
8. Follow the Policy and Procedure Manual at all times.
9. Answer and direct phone calls.
10. Organize and schedule appointments.
11. Write and distribute email, correspondence memos, letters, and forms.
12. Assist in the preparation of regularly scheduled reports.
13. Develop and maintain a filing system.
14. Order office supplies and research new deals and suppliers.
15. Maintain contact lists.
16. Provide general support to visitors.

People & Culture

1. Assist the Director of People & Culture in developing, reviewing and maintaining job descriptions and position accountabilities.
2.



Coordinate the administration of disability management and return-to-work processes, including documentation, scheduling, communication with DMI and tracking employee status updates.
3. Maintain and update employee seniority lists, casual seniority lists, and related workforce records in accordance with organizational and collective agreement requirements.
4. Ensure all new hires have received current hire package and forms are completed, processed and placed in employee file.
5. Monitor employee file requirements, certifications, training records, and compliance documentation to ensure organizational, contractual, and accreditation requirements are maintained.
6. Provide general on-boarding training for all new hires, and ensure their certificates are filed as complete.
7. Ensure timely execution of performance reviews and support scheduling accordingly.
8. Engage in formal evaluation sessions with your supervisor.
9. Document and maintain confidential records, meeting notes, and supporting documentation arising from employee relations, investigations, performance management, return-to-work, and other People & Culture processes as assigned.
10. Provide open communication and recognition to individuals and team.
11. Coordinate and administer employee recognition programs, including maintaining service award tracking records, preparing annual years-of-service recognition lists, and developing recognition letters, certificates, service awards, and related communications.
12. Monitor probationary and trial period processes to ensure reviews, evaluations, and related documentation are completed within established timelines and that management has the necessary information to support probationary and trial period decisions.

Executive Administration

1. Support the Executive Director in managing relationships and communications with external stakeholders, community partners, funders, government representatives, and other key contacts.
2. Assist in planning (agendas and materials), attend and assist with monthly staff meetings, human resources meetings and administration relative to tracking and maintaining agendas and meetings of society staff and management.
3. Keep the Executive Director informed of any situations of Pathways and promptly bring all opportunities, potential issues with staff or individuals to the Executive Director / Director of People & Culture so they can be addressed and resolved in a timely manner.
4. Maintain documents, policies and procedures, tools, forms, reports and guides in accordance with quality assurance and ensure they are up to date and reflect the organization's practice and standards.
5. Assist with preparing documents and materials for board meetings, AGM, and executive leadership meetings.
6. Maintain Board, committee, and corporate governance records, including agendas, minutes, resolutions, annual reports, and other official organizational documents.
7. Coordinate appointments, travel, and time schedules for executive and board.
8. Prepare letters, assist in proposals and documents that support society and are outward facing.
9. Coordinate policy, procedure, and organizational document review processes and support the implementation of approved revisions.

Financial

1. Supports finance team in communications as required.

Quality Assurance

1. Update and maintain office policies and procedures.
2. Assist in maintaining CARF standards across the organization and ensure regular review and checklists are maintained.
3. Update and ensure continuous quality improvement in all aspects of CARF records, forms, files and documents are reviewed and maintained.

Communications

1. Prepare/edit speeches/presentations on behalf of the Executive Director.
2. Manage all correspondence between Pathways and funders, community partners, government agencies, stakeholders, families, caregivers, and the general public.
3.



Maintain Brand throughout all documents referencing brand standards to ensure communications are aligned and Pathways brand is preserved in documents, media, social platforms, and to the community.
4. Assist with key messages, development of brochures, posters and maintain postings to reflect the brand.
5. Assist with communications for media and events.
6. Assist in planning and execution of events, fundraising, and other communications as required.
7. Act as a spokesperson for the organization in a variety of settings to enhance the organizations community profile as delegated by the Executive Director.

This position may be assigned other duties from time to time that support the key objectives of the position and reflect the operational requirements of the organization. It is also understood that this position is in the formative stage and may be changed as required.

WORKING CONDITIONS

1. Function independently, while remaining a crucial member of the administrative team.
2. Adhere to Pathways policies and procedures.
3. Be available to work flexible hours as needed. May include some evenings/weekends, as determined by the needs and schedules.
4. Work well within a collaborative team environment.
5. Embrace, Empower, Employ – promote inclusion and respectfully support individuals with diverse abilities.

EXPERIENCE AND SKILLS

1. A relevant degree, diploma or certificate, or combination of education and experience.
2. Leadership human resources, nonprofit, public policy, communications and marketing or administrative management experience an asset.
3. Advanced Microsoft 365 proficiency, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
4. Experience in communications, records management, policy administration, and document control.
5. Ability to manage time efficiently, high level of accuracy, and attention to detail.
6. Ability to establish and maintain effective and professional working relationships with team members, clients, partners and stakeholders.
7. Ability to strategize, plan, coordinate, integrate and manage a complex and competing priorities.
8. Ability to analyze complex, challenging and sensitive issues, balance diverse interests and facilitate the implementation of solutions.
9. Ability to build successful and constructive relationships and partnerships, both externally and internally.
10. Effective verbal and written communication, presentation and interpersonal skills.
11. Effective leadership, conceptual, analytical, strategic thinking and problem-solving skills.
12. Valid BC Driver’s License and access to a reliable vehicle.
13. Strong organizational, project coordination, prioritization, and time management skills, with the ability to manage multiple competing priorities.

Soft Skills:

1. Ability to work independently with minimum supervision.
2. Excellent problem solving, organizational, and time management skills.
3. Ability to multi-task.
4. Team player.
5. Energetic and adaptable.
6. Motivated and self-directing.
7. Able to provide Leadership and direction.
8. Organized and professional work habits.
9. Exceptional Organizational and Time Management Capabilities.
10. Advanced Communication and Interpersonal Skills.
11. Technology proficiency and willingness to learn and adapt to new systems and tools.
12. Able to follow directives and hold self and others accountable.
13. High attention to detail and commitment to accuracy.
14. Demonstrated professionalism, discretion, and sound judgment when handling confidential and sensitive information.

“An equivalent combination of Education, Training and Experience may be accepted.”

REQUIREMENTS

1. Ability to successfully complete a Vulnerable Persons Criminal Records Check.
2. Ability to successfully pass a reference check.
3. Current Emergency First Aid Certificate.
4. Valid driver’s license and satisfactory driver’s abstract.
5. Daily use of a safe personal vehicle with business-use insurance.

6. Valid First Aid Certificate
7. Ability to adapt to flexible hours and respond to emergencies
8. Capacity to meet the physical, psychological, and organizational demands of the role

Pay: $76,000.00-$84,000.00 per year

Benefits

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Work Location: In person

📌 Executive administrator of People and Culture and Communications (Kelowna)
🏢 Pathways Abilities Society
📍 Kelowna