Executive Assistant

St. Paul's Foundation; Vancouver; Hybrid; CAD 49,000 - 60,000; Full time

Benefits offered by this job

Extended Health Benefits

Eligibility for the BC Municipal Pension Plan

Job summary

A nonprofit health foundation in Vancouver is seeking an Executive Assistant to provide vital administrative support to the Executive Director. The role encompasses managing calendars, coordinating events, and ensuring efficient communication within the Philanthropy team. Candidates must have a related post-secondary education and 2–5 years of executive-level support experience. This position offers a hybrid work model and competitive benefits, contributing to vital programs in patient care and innovation.

Qualifications

• Minimum of 2–5 years of experience providing executive-level administrative support.
• Successful completion of post-secondary education in business administration or communications.
• Demonstrated ability to manage complex calendars and multiple priorities.

Responsibilities

• Provide comprehensive administrative support to the Executive Director.
• Coordinate logistics for meetings and fundraising events.
• Track key deadlines and maintain donor interactions in the CRM system.

Skills

Attention to detail

Organizational skills

Communication

Education

Post-secondary education in business administration or communications

Tools

CRM systems

Job description

Annual Salary Range: Range $49,000 to $60,000. Expected Hiring Range $50,000 to $55,000

Employment Type: Permanent, Full-Time

Location: Hybrid (3 days in office per week)

Reporting Manager: Executive Director, Providence Programs

Benefits: Extended Health Benefits and eligibility to participate in the BC Municipal Pension Plan

Role Overview

The Executive Assistant provides administrative and operational support to the Executive Director, Providence Programs, at St. Paul’s Foundation, ensuring the smooth management of day-to-day activities and priorities. The role also assists the broader Philanthropy team with administrative tasks as needed, helping to keep fundraising initiatives running efficiently. Responsibilities include managing calendars, coordinating meetings and events, preparing materials, supporting special projects, and maintaining seamless communication with donors, volunteers, and stakeholders. By enabling the Executive Director and the team to focus on strategic fundraising efforts, this role contributes directly to programs that advance patient care, research, and innovation.

Key Responsibilities

• Provide comprehensive administrative support to the Executive Director, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare, proofread, and edit correspondence, reports, presentations, and other materials for internal and external stakeholders.
• Coordinate logistics for meetings, donor visits, and fundraising events, ensuring smooth execution and attention to detail.
• Track key deadlines, follow-ups, and action items to support the Executive Director and the team in achieving priorities.
• Accurately record and maintain donor interactions, communications, and gift activity in the organization’s CRM system to ensure data integrity, support stewardship efforts, and enable effective reporting and relationship management.
• Assist the broader Philanthropy team with administrative tasks, such as document preparation, data entry, and event support, as needed.
• Support special projects, including research, data compilation, and donor communications, contributing to the team’s strategic initiatives.
• Maintain confidentiality and exercise discretion when handling sensitive information.
• Foster effective communication and collaboration within the Philanthropy team and with external partners to ensure seamless operations.
• Participate in process improvement initiatives and perform additional related duties as required.

Qualifications & Experience

• Successful completion of post-secondary education in business administration, communications, or a related field is required.
• Minimum of 2–5 years of experience providing executive-level administrative support, ideally within healthcare, nonprofit, or fundraising environments, preferred.
• Demonstrated ability to manage multiple priorities and complex calendars with attention to detail and strong organizational skills, required.
• Experience coordinating events, meetings, and projects, including logistical planning and follow-up, preferred.
• Familiarity with donor databases or CRM systems is an asset.

As a not-for-profit foundation entrusted with donor funds and community partnerships, the successful candidate must complete and pass a criminal background check prior to commencing employment.

To submit your application, please email your resume with cover letter to [e-mail] indicating the job title in the subject line.

About St. Paul’s Foundation

St. Paul’s Foundation raises funds to support patients, residents, caregivers, and families at St. Paul’s Hospital and at Providence Health Care and Providence Living sites across BC. Our generous donors are an essential part of Providence’s mission to deliver compassionate care, innovative research, and world-class medical training and education.

As we look back on our 130-year history – and forward to our future in the new St. Paul’s Hospital at the Jim Pattison Medical Campus – we are ready to further push the boundaries of innovation, research, and patient‑centred care for the people of British Columbia and beyond. Truly, our mission and the support of our community have never been more important. www.helpstpauls.com

All Candidates Are Welcome

Diversity, equity, and inclusion are essential to creating a great workplace. At St. Paul’s Foundation, we are fully committed to building a strong and representative team. To that end, we especially encourage applications from members of all communities who are disadvantaged on any grounds under the BC Human Rights Code, including people of colour, people of all genders and sexualities, people with disabilities, and Indigenous Peoples, who, as a result of colonization, are under‑represented in positions of economic, social, and political influence and leadership.

Thank you for your interest in working with St. Paul’s Foundation. Only candidates short‑listed