Job Title: Confidential Secretary

Position Type: Full Time Permanent 37.5hrs/week

Location: Burnaby, BC, hybrid

Start Date: ASAP

Compensation: $58,987.50 to start with excellent benefits including defined benefits pension after probation.

About Us posAbilities supports individuals with developmental disabilities to lead meaningful and healthy lives. We partner with local communities to provide a comprehensive range of person-centred services for individuals and the families who care for them. As one of BC’s largest community living agency employing over 650 casual and regular staff we are committed to helping our employees experience joy, meaning, and beauty at work and to live life doing what they love.

We are currently seeking a Confidential Secretary to join our Admin team at our Head Office in Burnaby.

About the Position

Reporting to the Director of Administration, the Confidential Secretary provides confidential executive and administrative support that enables leaders and teams to focus on delivering on the organization’s mission. The department operates on a shared-services model, where responsibilities are distributed across the team, and members provide reciprocal coverage to ensure continuity of service.

About YOU

· You share our commitment to the organization’s Code of Ethics, Statement of Principles, and Mission Statement.

· You’ve completed a diploma in office, business or executive administration, or a related field with equivalent combination of education, training, and relevant experience.

· You bring five years plus of progressively responsible administrative experience, including experience supporting senior leaders.

· You’re confident preparing professional written materials, taking detailed meeting minutes, analyzing information, and communicating clearly with others.

· You’re a strong communicator and facilitator who enjoys connecting with people and building positive working relationships across all levels of an organization.

· You’re highly organized and know how to plan, prioritize, and keep things running smoothly,



even when there are competing demands. Being detail-oriented comes naturally to you.

· You’re proficient using Microsoft 365 tools, including Outlook, Word, and Excel.

· You’re curious and open to learning new technologies and finding better, more efficient ways of working.

· You bring a positive and professional presence and are self-sufficient, approachable, adaptable, and comfortable interacting with people at all levels in the organization.

What You’ll Do

Administration Department

· Serves as the primary contact for the organization’s telecommunication providers. Serves as the primary contact for the organization’s utility providers (telecommunications, electric, gas, alarm systems),

· Records minutes, actions, decisions, and follow-up items at confidential meetings

· Maintains organization records

· Manages records of the organization’s managed print service

· Maintains stock of supplies at Head Office and orders office supplies

· Manages Head Office Access Cards and Building Access Cards

· Maintains parking inventory

· Manages annual program archiving

· Manages off-site storage records

· Coordinates internal courier delivery

· Files electronic copies of CLBC Contracts, MCFD Contracts, Occurrence Based Reports, Periodic Reports, Shared Living Contracts, and private behaviour support contracts

Laurel Behaviour Support Services

· Updates and maintains information in ShareVision

· Acts as audio-visual point person for set-up of projectors, laptops, Go-To-Meeting, etc.

· Arranges meetings and schedules appointments

· Maintains scheduling and booking of meeting rooms, boardrooms, and training facilities using online calendars

· Arranges meeting refreshments





· Provides word processing, data input, typing and printing support as directed by the Service Coordinator, including meeting minutes, routine correspondence such as thank you letters, internal memorandums, training certificates, and workshop satisfaction surveys

· Provides administrative support for grant applications, requests for qualifications and requests for proposals

· Orders office supplies for LBSS and matches packing slips with orders

· Reviews and coordinates training registrations

Prepares intake packages, training and other materials as required

· Prepares person served updates for meetings

· Maintains resource inventory list

Backfill Duties for Database Administrator

· Manages database access and updates user permissions

· Provides user training, support and feedback

· Responds to Help Desk inquiries

· Other duties, as assigned

Communication – External & Internal

· Maintains respectful, professional, effective and productive relationships with all stakeholders

· Communicates and promotes the organization’s mission, vision and services

· Participates in committee work, as needed

· Fosters a positive team culture, resolves or mediates conflict, and promotes employee engagement

· Maintains smooth working relationships with the organization’s Management Team and co-workers

How to Apply

Interested parties please apply online at www.posAbilities.ca/careers or via email to [email protected]

At posAbilities we are committed to fostering an inclusive workplace setting, and we actively seek to identify, eliminate and prevent barriers to employment, including those that may be within our hiring process. We recognize that individuals may require accommodations to fully participate in our hiring process. If you need assistance or accommodation at any stage of the process, please feel free to reach out to us for further assistance.

Pay: From $58,987.50 per year

Benefits

- Casual dress
- On-site parking

Work Location: Hybrid remote in Burnaby, BC V5C 5T5

📌 Confidential Secretary (Burnaby)
🏢 Posabilities Association of British Columbia
📍 Burnaby