Executive Assistant

Community Living British Columbia; Vancouver; Hybrid; CAD 66,000 - 77,000; Full time

Benefits offered by this job

Extended health & dental

Public Service Pension

Generous vacation

Maternity/parental leave

Life insurance

Sick days

Long-term disability

Wellness program

Professional development

Discounts

Job summary

Community Living British Columbia (CLBC) is seeking an Executive Assistant to the Vice President, Finance and CFO at our Vancouver Head Office. This hybrid role supports the executive and team, coordinating calendars, confidential communications, and high-volume meetings.

You will prepare briefing materials, assemble meeting packages, and arrange travel while maintaining sensitive information with discretion.

Qualifications

• Grade twelve diploma or equivalent education and completion of a business college or office administration course.
• 3-5 years of experience in an executive office environment supporting senior executives daily.
• Proficient in the Microsoft Office suite (Word, Teams, Excel, PowerPoint) as well as Visio, SharePoint and Adobe Acrobat.
• Typing speed of at least 50 words per minute.

Responsibilities

• Manages and executes the executive's calendar, prioritizes meetings, schedules, assignments and travel arrangements.
• Prepares confidential correspondence, letters, briefing notes and PowerPoint presentations; maintains filing and tracking systems.
• Assembles meeting packages and coordinates meetings, conferences and training events for the executive and directors.
• Tracks issues/projects and ensures follow-up to address them in a timely manner.
• Coordinates travel arrangements and expense claims in line with policy.

Skills

Calendar management

Microsoft Office

Attention to detail

Communication skills

Education

Grade twelve diploma

Office administration course

Tools

MS Word

MS Teams

MS Excel

MS PowerPoint

Visio

SharePoint

Adobe Acrobat

Job description

We are proud to be selected as one of B.C.'s Top Employers once again!

If you are looking for an opportunity to contribute your experience, knowledge, and passion in a meaningful way, CLBC is the place for you!

Community Living British Columbia [CLBC] is a Crown corporation responsible for arranging support and services for adults with developmental disabilities and their families. CLBC staff strive to advance the vision of Communities of belonging, lives with connection.

Term/Status: Permanent, Full-time (70 hours bi-weekly)
Classification/Salary: Excluded Band 1 - Position starts at $65,879 to $ 76,859 annually
Team: Corporate Financial Office
Location: Vancouver Head Office (hybrid -3 days in office)

At CLBC, we are committed to fostering a diverse, equitable, inclusive, and accessible workplace. We encourage applications from all people with relevant skills, including women, Indigenous peoples, persons with disabilities, racialized people, and those who identify as 2SLGBTQ2+IA. For accommodation needs, please contact [e-mail] at any stage of the hiring process.

Visit our Careers at CLBC page to learn more about working at CLBC, what we offer, and tips for the interview process.

About the opportunity

As the Executive Assistant to the Vice President, Finance and CFO, you will provide a full range of administrative and confidential support to this executive and his team members.

Responsibilities

• Manages and executes the executive's calendar, and prioritizes meetings, schedules, assignments and travel arrangements through careful planning, coordination and communication to maximize time management and ensure all deadlines are met
• Coordinates the preparation and execution of confidential correspondence, letters, briefing notes and PowerPoint presentations, ensuring timely responses in a large volume of highly sensitive inquiries and issues; maintains confidential filing and tracking systems; screens mail, visitors and telephone calls for the executive
• Prepares comprehensive reading packages to assist the executive in preparing for all meetings he participates in, including gathering information and materials from meeting source contacts. Provide meeting packages to the executive
• Assists with the coordination of meetings, conferences and training events for the executive and his directors. Anticipates information needs and compiles reports; organizes appropriate materials for meetings, conferences, appointments or interviews
• Participates in confidential meetings chaired by the executive by supporting the preparation of agendas, distribution of meeting materials and the recording of minutes. Tracks and follows up on issues or projects, ensuring they are addressed and resolved in an accurate and timely manner
• Co-ordinates travel arrangements (in/out of province), ensuring that expense claims, business meeting expenses and travel authorizations comply with policy
• Checks and updates Time and Leave entries for the Finance Division employees every pay period. Assists with office coverage during unplanned absences, vacations, and peak workload periods
• Processes invoices, including coding and checks for accuracy and completeness, tracking budgets, payments and forecasting. Holds responsibility for a purchase card for administrative expenditures; ensuring purchases are made per the Purchasing Card Policy; verifying invoices and reconciling statements for payment

What you'll bring

• Grade twelve diploma or equivalent education, and the completion of a business college or office administration course. A relevant combination of education and experience may be considered
• 3-5 years of experience working in an executive office environment supporting senior executives daily
• Comprehensive knowledge and ability to expertly utilize the Microsoft suite of software, including MS Word, MS Teams, MS Excel, and MS PowerPoint, as well as VISIO, SharePoint, and Adobe Acrobat
• Ability to type a minimum of 50 wpm

We are also looking for

• Adaptable, organized and flexible in a fast-paced environment
• Service and results-oriented
• Excellent computer skills
• Strong ability to build and maintain effective working relationships
• Cooperative and an excellent team player
• A strong financial background, including a deep understanding of financial principles and practices, is beneficial

Benefits

• Employer-paid extended health and dental plan
• A BC Public Service Pension plan with employer contributions
• Generous vacation plus additional personal days
• Paid maternity/parental/adoption leave
• Life insurance, paid sick days, and, if needed, long-term disability
• Wellness supports, including an Employee and Family Assistance Program
• Professional development funds and resources to encourage continuous learning and skill development
• Access to government discounts on travel, cell phones, and more!

Additional Info

• Successful applicants are subject to a Criminal Record Check (Criminal Records Review Act).

Closing date: September 8, 2026

If your application is shortlisted, you'll be invited to an interview where you'll have the opportunity to share more about your experience. Please note that only those selected for an interview will be contacted.

This opportunity is open to applicants who are legally entitled to work in Canada.