Executive Assistant to the CEO & Human Resources

Penticton & District Society for Community Living (PDSCL)

About PDSCL

Penticton and District Society for Community Living (PDSCL) is a non-profit organization dedicated to supporting people with diverse abilities throughout Penticton and surrounding communities.

We provide services and supports for individuals with intellectual disabilities, seniors, low-income adults and families, and persons experiencing homelessness. Since 1958, PDSCL has been committed to promoting inclusion, dignity, independence, and meaningful community participation.

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Position Overview

PDSCL is seeking a highly organized, professional, and detail-oriented Executive Assistant to the CEO & Human Resources.

This exempt position provides confidential administrative support to the Chief Executive Officer and plays a significant role in supporting the Society's Human Resources functions. The successful candidate will assist with employee administration, recruitment processes, personnel records, organizational compliance, governance administration, Board support, and executive-level correspondence while maintaining the highest standards of professionalism and confidentiality. 

This is an excellent opportunity for an experienced administrative professional who thrives in a dynamic environment, enjoys variety in their work, and takes pride in supporting organizational excellence.

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About This Position

This is a non-union, exempt administrative position that works closely with the CEO and Human Resources Manager.

Due to the nature of the role, the Executive Assistant will have access to highly sensitive and confidential employee, organizational, governance, and operational information. The successful candidate must exercise exceptional discretion, professionalism, sound judgment, and confidentiality at all times. 

The position requires the ability to manage competing priorities, maintain accuracy in documentation, and support critical administrative and Human Resources functions in a fast-paced environment. 

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Key Responsibilities

The Executive Assistant provides confidential administrative and organizational support to the Chief Executive Officer, Human Resources department, and Board of Directors.

Responsibilities include:

• Supporting the CEO and Board of Directors through meeting coordination, agenda preparation, minute-taking, document management, and follow-up on action items. 
• Preparing, proofreading, and distributing professional correspondence, reports, presentations, briefing materials, and confidential documentation. 
• Maintaining confidential organizational, employee, governance, and Board records while ensuring accuracy, organization, and compliance with internal processes. 
• Assisting with recruitment, onboarding, employment documentation, personnel records administration, and other Human Resources processes. 
• Supporting employee record management, compliance tracking, certification renewals, training requirements, and related HR reporting functions. 
• Drafting and coordinating employment-related and administrative correspondence in support of Human Resources and organizational operations. 
• Assisting with policy reviews, accreditation activities, organizational compliance initiatives, and continuous improvement projects. 
• Supporting the preparation of grant applications, funding proposals, reports, and supporting documentation as requested. 
• Coordinating employee recognition initiatives, organizational events, and administrative projects that support organizational culture and engagement. 
• Serving as a key administrative resource for information requests, documentation management, and executive support activities across the organization. 
• Performing other related duties as assigned in support of organizational operations and strategic objectives. 

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Education

Minimum two-year College Diploma in Administration, Business, Management, or a related field.

An equivalent combination of education and experience may be considered. 

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Training & Experience

• Minimum one (1) year of office administration, executive support, human resources administration, or management support experience. 
• Experience supporting Human Resources functions, recruitment, employee records management, or confidential personnel administration is considered an asset.
• Experience preparing minutes, reports, correspondence, and professional documentation is preferred. 
• Experience in a non-profit, social services, healthcare, or community-based environment is considered an asset.

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Qualifications and Abilities

The ideal candidate will demonstrate:

• Exceptional organizational and time-management skills
• Strong written, verbal, and interpersonal communication skills
• Excellent attention to detail and accuracy
• Ability to maintain strict confidentiality and exercise sound judgment
• Strong problem-solving, prioritization, and decision-making abilities
• Ability to manage multiple projects and deadlines simultaneously
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, Teams, and SharePoint
• Experience working with electronic record management systems and databases
• Professionalism, integrity, and discretion when handling confidential information
• Ability to build positive working relationships across all levels of the organization
• Commitment to PDSCL's values of respect, inclusion, and person-centred service

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Other Employment Requirements

• Valid CPR and First Aid Certification 
• Valid Class 5 Unrestricted BC Driver's Licence and acceptable Driver's Abstract 
• Satisfactory Criminal Record Check for working with vulnerable adults and children 
• Use of a personal vehicle for work-related purposes with appropriate business insurance coverage 

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Why Join PDSCL?

At PDSCL, your work helps support the people, programs, and employees who make a difference throughout our community every day.

As our Executive Assistant to the CEO & Human Resources, you will:

• Play an integral role in supporting organizational operations and employee success
• Gain experience in executive administration, human resources, governance, and compliance
• Work directly with senior organizational leaders on meaningful initiatives
• Be part of a collaborative and supportive workplace culture
• Join a respected non-profit organization that has been serving the South Okanagan since 1958
• Contribute to programs and services that positively impact the lives of people in our community

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Penticton and District Society for Community Living is committed to fostering an inclusive, respectful, and supportive workplace. We encourage applications from qualified individuals who share our commitment to community service, integrity, and excellence.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.