Job title:  Executive Assistant

Reports to: Executive Director

Organization:  Post Carbon Institute

Terms of position:  full-time ongoing position, subject to a 3-month probation period.

Location:  working in our office in Vancouver, BC (4^th and Alma)

Salary:  $30,000 Cdn per annum

Application closing date:  June 30, 2006

Job summary: To provide administrative & operational support to the Executive Director and Founder of Post Carbon Institute.

Main areas of responsibility of the position:

• Assistant to Founder and Executive Director
• Internal communications
• Reception
• Organizing the office and all supplies, equipment, and other related materials
• Coordinating team calendar
• Logistics for trips and events
• Managing contact lists and databases

Duties of the position will include:

Assistance to the Founder/Director and Executive Director (approx 40% of position)

• Keeping track of the Founder/Director and Executive Director’s calendar, including setting up meetings and making arrangements for speaking events, media interviews and other appointments.
• Organizing travel arrangements within North America and overseas.
• Acting as a contact for people wishing to reach the Founder/Director and the Executive Director.
• Debriefing after trips and helping follow up on contacts
• Preparing and distributing meeting agendas & minutes.

General office administration assistance (approx 30% of position)

• Organizing office supplies, equipment, stationery, promotional materials and other related items
• Maintaining accurate inventories of items in the office, including furniture, equipment, hardware and books.
• Dealing with any incoming items such as office supplies, computer equipment or software, books, and business cards by labeling and/or filing them appropriately.
• Overseeing general filing.
• Developing and maintaining efficient methods of organizing materials and information to ensure a tidy and orderly office (and being responsible for making this happen).
• Managing contact lists
• Creating and updating staff and contractor contact lists.
• Entering incoming business cards into card program (CardScan).
• Entering information from signup sheets into email lists.

Internal Communications (25%)

• Connecting office staff, distant employees and contractors
• Helping Executive Director keep information flowing between all team members

Reception (approx 5% of position)

• Answering all phone and general email inquires or routing them appropriately.
• Providing a welcoming atmosphere for visitors to the office.
• Handling incoming & outgoing courier and postal deliveries.

Person specification

Required skills, knowledge and traits (minimum requirements):

• A pleasant, approachable and outgoing manner and a high level of comfort in dealing with people at a variety of levels (general public, donors, contractors, board members, colleagues, energy specialists, government officials, etc), especially on the telephone.
• Meticulous attention to detail – especially must be able to spot errors
• Must be organized with good time management skills.
• A high level of computer literacy with Internet and Intranet.
• Excellent use of the English language and good overall communication skills.
• Ability to solve problems, be self-motivated and take initiative.
• Flexible attitude and ability to remain unfazed in a hectic office environment.
• Able to take direction and to work in a team environment.
• Must be analytical with a critical mind.
• Ability to prioritize and multi-task.

Other desirable assets (not required, but any of these would be a bonus):

• Experience working within the non-profit sector.
• Ability to use different computer programs such as contact management programs, databases, spreadsheets, a variety of internet browsers & email programs, presentation & graphics software, website editors, etc.
• Willingness to learn about Post Carbon Institute’s issues such as energy conservation, oil & gas depletion, community development and relocalization.

This position would be ideal for an intelligent, organized, proactive, detail-oriented person with an aptitude for spotting what needs to be done, taking the initiative to do it, and then following through until it is complete. This is a very important role in our organization so we are seeking someone who has a demonstrated aptitude and dedication for organizational, administrative, and operational matters.

For more information about Post Carbon Institute and its initiatives, please see: www.postcarbon.org

Application procedure:  If you are interested in this position please send a cover letter and resume by email only to:  jobs@postcarbon.org

No telephone or email inquires please – just send your resume. We regret that only candidates selected for an interview will be contacted. This position will be based in the Post Carbon Institute Vancouver office and only local candidates eligible to work in Canada will be considered – relocation is not available.

Closing date:  June 30, 2006.