Executive Assistant

DIVERSEcity Community Resources Society; Surrey; Hybrid; CAD 65,000 - 89,000; Full time

Job summary

DIVERSEcity Community Resources Society is seeking an Executive Assistant to provide vital support to the Senior Advisor to the CEO. This role encompasses administrative duties, scheduling, and executive support functions, making a significant impact on the organization's operational efficiency. Ideal candidates will have executive-level experience, exceptional communication, and organizational skills, and be committed to fostering a client-centered approach.

Qualifications

• Minimum 5 years’ experience providing administrative support.
• Minimum 2 years' supporting at a senior/executive level.
• Exceptional written and spoken English communication skills.

Responsibilities

• Provides administrative support directly to the Senior Advisor to the CEO.
• Coordinates meetings, conference calls, and creates itineraries.
• Research and manage local caterers and restaurants.

Skills

Interpersonal Skills

Communication

Organizational Skills

Time Management

Problem Solving

Education

Post-secondary degree or diploma in Office Administration or Business

Tools

Microsoft 365

Job description

Job Title: Executive Assistant

Job Classification: Exempt
Department: Administration

Status:Regular, Full Time (37.5 hours weekly)
Schedule: Monday - Friday (evenings and weekends as required) Start Date: July 14, 2025 Date Posted: May 28, 2025 Closing Date: Open until filled Salary: This position starts at $65,000 per year and increases to $89,000 per year, over a 10- year period. This salary range incorporates experience, yearly salary increments to reward years of service, employee growth and development within the organization.
PURPOSE OF THE JOB: The Executive Assistant is responsible for support to the Senior Advisor to the CEO in the day-to-day operational needs of the Society. This role will support various functions for the Executive team and provide back up for the Senior Advisor to CEO. 1.0 DUTIES & RESPONSIBILITIES: 1.1 Executive Support

• Provides administrative support directly to the Senior Advisor to the CEO exercising confidentiality, tact and diplomacy;
• Prepares schedules and keeps current on all business requiring the Senior Advisor’s attention;
• Prepares & provides agenda and minutes for regular executive and management meetings as directed and maintain confidentiality;
• Prepare or collect all background material for meetings;
• Reconciles and tracks all invoices/credit card charges and expenses for the Executive team and managing all the necessary signatures and documentation required;
• Performs administrative duties such as typing letters, preparing reports, agendas and general correspondence;
• Handles confidential documents and information stemming from the functions of the Executive team. All tasks must be managed in a professional, prompt, competent and courteous manner;
• Coordinates meetings, conference calls, room bookings and creates itineraries upon request including coordination of hospitality (Orders food and oversees or provides room set up and clean-up) and preparing all support documents;
• Flexibility to provide in-person support at signature events, meetings and urgent matters (on-site and off-site) which may be outside regular business hours;
• Research and mange local list of caterers, restaurants, and local shops that are in line with our strategic priorities;
• Coordinates the signing of legal documents that require the signature of the CEO or CFO or Executive team members including maintaining copies in electronic filing system;
• Assist in managing the current database of Stakeholders in the sector, Funders, Government, Partners and Community Stakeholders;
• Organize and maintain electronic filing system on SharePoint in accordance with internal guidelines;
• Provides administrative support for proposal submission and contract management as requested (e.g., courier, printing, Society statutory documents, invoice tracking, etc.);
• Provide administrative support for the preparation and submission of funding applications and events;
• Provides administrative support to Executive team as directed by the Senior Advisor;
• Checks supply inventories: orders and purchases materials as required;
• Social coordination of etiquette gifts (cards, flowers, etc.) as directed;
• Collects, researches, organizes, and summarizes data from a variety of sources and produces reports;
• Collect reports/memos and associated documents from the Executive team to ensure timely submission prior to board meetings;
• Maintains Annual memberships (local chambers, board of trade, etc.) for the Society;
• Vehicle require to perform errands or attend events and meetings.

1.2 Provides back up support for Senior Advisor to the CEO:

• Provides backup support to the Senior Advisor to the CEO during vacations, other absences, or periods of high demand;
• Provides executive support to the Board on the development of resources and tools for governance; board recruitment; board meetings; AGM, events, etc.;
• Provides executive support to the Board, as requested, for meetings and discussions including note taking for all confidential and sensitive matters pertaining to the Society and its risk management functions;
• Calendar management for the CEO which may include other Executive Team members;
• Greet high profile guests in a professional manner and presentation and ensure all logistics and important information are provided;
• Travel Management guidance and oversight for the organization;
• Manage Executive Team documents and Board Portal;
• Assist with board tasks as required by the CEO;
• Performs other duties as required.

2.0 QUALIFICATIONS:

• Post-secondary degree or diploma in Office Administration or Business;
• Minimum 5 years’ experience providing administrative support;
• Minimum 2 years' supporting at a senior/executive level or an equivalent combination of education, training, and experience;
• Exceptional interpersonal skills, an articulate communicator, a positive team-player;
• Exceptional written and spoken English communication skills;
• Strong technical skills in Microsoft 365 (SharePoint, One Drive, MS Teams, MS Excel, MS Word, Outlook, PowerPoint, MS Forms) and database management;
• Some knowledge of the Society’s Act, BC Registry and BC Corporate Online filing requirements would be an asset;
• Ability to work with minimal supervision, meet deadlines and work collaboratively with other team members as required;
• Proven organizational, facilitation, minute taking and time management skills;
• Ability to take initiative and problem solve;
• Ability maintain focus on multiple deadlines in a time-pressured environment;
• Always exercise professionalism, in presentation and manner, when representing the Society at events, in meetings and on social media;
• Valid class 5 driver’s license and access to a vehicle;
• Available outside regular business and weekends, as required.

A criminal record check is required as a part of this process.
APPLICATION REQUIREMENTS:
To apply, please upload your resume and cover letter as separate attachments. Please note that only Word or PDF formats can be accepted. As part of the application process, you will be prompted to complete a short questionnaire. Please ensure all questions are answered.
To view all opportunities at DIVERSEcity visit www.dcrs.ca/work-with-us/.
ADDITIONAL INFORMATION:
This position is based in our Surrey office and is a blend of remote and in-person services. DIVERSEcity has implemented new safety procedures for in-office and in-person work, to view our safety plan, please visit www.dcrs.ca/news/diversecity-covid-19-safety-plan/. Successful candidates will be provided with the training and equipment to safely carry out their duties, ensuring the best protection for our staff and clients.
A comprehensive job description will be provided to all candidates shortlisted for interviews.
DIVERSEcity is committed to employment equity and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples and visible minorities. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact our People & Culture department at ([e-mail]). Any personal information provided will be maintained in confidence.
About DIVERSEcity
DIVERSEcity Community Resources Society is a registered charity devoted to helping newcomers. For 46 years we have focused on providing specialized services newcomers to find employment, learn English, find housing, deal with family challenges, work through mental health issues and access medical care. DIVERSEcity is a client-centred organization committed to quality and accountability. We value growth, respect, integrity and compassion. To learn more about DIVERSEcity visit us at https://www.dcrs.ca/.
We thank all applicants for their interest in this opportunity; however, only those selected for an interview will be contacted.