Assistant Executive jobs

Job Overview

We are a well-established non-profit organization seeking an experienced, senior-level Executive Assistant to provide high-level support to our CEO and Board of Directors. This is a full-time role for a candidate who wants meaningful responsibility at the center of a fast-moving, mission-driven organization.

This is a rewarding role, and it is also a demanding one. The right candidate is energized by variety, comfortable moving between executive support and formal governance work, and genuinely enjoys operating in a fast-paced environment.

You will need to work effectively both independently and as part of cross-departmental teams and have flexibility in your schedule, including availability outside standard business hours for Board and committee meetings, organizational events, and the CEO's needs. In exchange, this role offers real breadth and influence: you will sit close to executive decision-making and Board governance, and your work will be visible and valued at the highest levels of the organization.

Position Summary:

The Executive Assistant plays a pivotal role in advancing the organization's mission by providing seamless, high-level support to the CEO while also serving as administrative support for the Board and committees. This position optimizes the CEO's effectiveness through expert management of their calendar, travel, and communications, and ensures the Board of Directors and its committees are supported with polished, well-organized, and timely materials. The role requires navigating sensitive professional, organizational, and personal matters with confidentiality and sound judgment, enabling the CEO and the Board to focus on advancing the organization's vision and mission.

Key Responsibilities:

Executive Support to the CEO

• Manage the CEO's complex calendar, scheduling meetings, prioritizing engagements, coordinating with stakeholders, and ensuring optimal time management.
• Lead meeting coordination for the CEO, including agenda preparation, minute-taking, reminders, and tracking of follow-up items.
• Manage the CEO's travel schedule, including flights, transportation, and accommodation, and produce detailed itineraries.
• Coordinate expenses for the Executive Office, including monthly credit card reconciliations, accounts payable vouchers, and cheque exchanges for volunteers.
• Receive and screen incoming and outgoing communications to and from the CEO, including mail, phone calls, walk-in visitors, and email.
• Support the CEO's leadership roles on external peer networks and sector associations.
• Coordinate inter-departmentally on detailed travel itineraries for VIP visitors.
• Handle personal and sensitive matters on behalf of the CEO with discretion and attention to detail.

Board & Committee Governance Administration

For all Board and committee governance work, the Executive Assistant takes direction from the Head of Governance.

• Own the full administrative lifecycle of Board and committee meetings, including scheduling, invitations, virtual meeting set-up, catering, and room bookings.
• Prepare and distribute Board and committee meeting materials, including agendas, briefing notes, and reports.
• Draft and format Board and committee meeting minutes and maintain accurate governance records and archives.
• Track action items and follow up on outstanding materials as needed.
• Maintain Board and committee onboarding materials, governance documents, and reference templates.
• Maintain a centralized Board information portal or shared drive, keeping materials current and easy to access.
• Support Board retreats and in-person meetings, including logistics, materials, and scheduling.

Qualifications:

• Fluent, professional-level verbal and written English.
• A minimum of 5 years of experience supporting senior executives (C-suite or equivalent) in a fast-paced organization.
• Demonstrated experience supporting a Board of Directors or governing committees, including meeting logistics, minute-taking, and governance documentation.
• Strong customer service orientation and the ability to engage with people at all levels, calmly and professionally.
• Demonstrated advanced computer skills (Microsoft 365, Zoom, PDF editors, CRM databases, and comparable tools).
• Exceptional organizational and project management skills, with the ability to manage a large volume of work and a variety of priorities.
• Proven ability to work independently, exercising sound judgment and initiative, while also contributing effectively as part of cross-departmental teams.
• A high degree of tact, discretion, and confidentiality.
• Drive and flexibility to work outside standard business hours as needed, including evenings and weekends, and to be reachable for the CEO outside of standard hours when required.

Assets:

• Prior experience in a non-profit, membership, or governance-driven organization.
• Post-secondary education or professional training in business administration, governance, or a related field.

Compensation & Benefits:

• Salary: $70,000 to $80,000 CAD annually, commensurate with experience.
• Overtime and time in lieu: Hours worked outside the standard work week are compensated through a combination of overtime pay and time in lieu, in addition to base salary.
• Schedule: Full-time, based on a standard 37.5-hour work week (9:00 am – 5:00 pm Mon-Fri), with regular flexibility required outside standard hours.
• Extended health: Comprehensive extended health plan.
• Retirement savings: Group RRSP with employer matching up to 5%.
• Work location: In-person, Vancouver, BC.

This position provides an engaging opportunity for a detail-oriented professional eager to support executive leadership while contributing to the overall success of the organization.

Pay: $70,000.00-$80,000.00 per year

Work Location: In person