Executive Assistant

Howegroup Public Sector Consultants Inc.; Vancouver; On-site; CAD 60,000 - 70,000; Full time

Job summary

A prominent consultancy in Vancouver seeks an Executive Assistant to provide high-level administrative support to the CEO. Responsibilities include coordinating the CEO's schedule, supporting Board activities, and facilitating communication with stakeholders. Candidates should possess strong organizational skills, a diploma in Business Administration, and a proven track record in executive support. This full-time, on-site role offers a competitive salary and benefits.

Qualifications

• Minimum 5 years of experience in an executive-level support role preferred.
• Strong knowledge of standard administration practices and procedures.
• Excellent English written and oral business communication skills.

Responsibilities

• Coordinates the CEO’s schedule, appointments, and meetings.
• Provides administrative support for the Society’s Board meetings.
• Assists the CEO with coordinating accreditation processes.

Skills

Interpersonal Skills

Planning

Organizational Skills

Problem Solving

Critical Thinking

Education

Post-Secondary Diploma in Business Administration or relevant discipline

Tools

MS Office

Job description

18 hours ago Be among the first 25 applicants

Reports to : Chief Executive Officer (CEO)

Summary

The Executive Assistant provides executive-level support to the office of the CEO. The responsibilities are to provide administrative and leadership support for the coordination of operations, administration of the Society, and volunteer Board of Directors activities.

Key duties include arranging meetings and meeting materials for Leadership, Board, and various Committees, responding to information requests, sourcing information and guidelines, preparation of reports, correspondence and liaising with Directors, Senior Management, and various stakeholders. The position requires a high degree of professionalism, diplomacy, initiative, independence, and discretion in handling confidential information. This is a full-time, on-site position; not remote.

Responsibilities

Administrative

• Supports the CEO by coordinating with Senior Leaders and the Board to update Board and Operations policies and procedures.
• Provides administrative support for the Society’s Board meetings, Board Committee meetings, and other meetings as required.
• Sets up and participates in meetings and committees as assigned, to provide administrative and procedural guidance, required for the effective operation of the Society.
• Coordinates the CEO’s schedule, appointments, and meetings.
• Drafts correspondence on behalf of the CEO / Langley Lodge.
• Responds to telephone and email enquiries and refers calls and messages as required; sends out notices; prepares routine correspondence for signature; proof-reads and formats memos, documents, and presentations.
• Supports community development by maintaining fundraising donor lists, facilitating quarterly donor card mail-outs and donor campaigns, and performing fundraising administrative duties as needed.
• Acts as the primary delegate representing the CEO in day-to-day liaison with the Human Resources contractor.
• Supports onboarding / new hire process, such as creating user accounts on various systems.
• Works with CEO and management to schedule HR performance discussions and prepare material in advance.
• Orders office supplies as needed.
• Supports the CEO with tasks as required.

Governance

• Arranges committee and planning meetings for the Board of Directors and Operations Leadership.
• Attends Board of Directors and Board Committee meetings and records proceedings.
• Participates in the accreditation / quality improvement initiatives of the Board and Operations teams.
• Maintains effective systems for documents and records.
• Responsible for the coordination of reports and other materials for the Annual General Meeting and notification to membership of the meeting.
• Prepares and submits society filings to the provincial Registry Service.
• Supports the CEO by acting as proxy to ensure consistent application of Langley Lodge policies and procedures.
• Coordinates all bookings and materials for meeting rooms internally and / or externally as required.

Accreditation

• Assists the CEO with coordinating accreditation processes during every cycle.
• Responds to requests for submissions and documentation from the accrediting body and supports the accreditation survey preparation process.

Communications and Engagement

• Leads, coordinates, and plans Langley Lodge events, including, but not limited to, development events, community events, stakeholder relations events, and staff appreciation events such as annual service awards, employee holiday parties, and others.
• Drafts memos.
• Coordinates dissemination of staff communication.
• Supports external communications needs, including social media.
• Performs other duties as assigned.

Skills & Qualifications

• Models the organization’s culture, philosophy, and shared values on a day-to-day basis.
• Demonstrates strong and effective interpersonal skills, presents a positive, friendly, and professional image of the organization to visitors, suppliers, clients, employees, and board members.
• Has proven planning, organizational, and time management skills; the healthcare environment requires flexibility and ability to re-prioritize work.
• Understands privacy and confidentiality requirements in legislation; maintains confidentiality.
• Works independently, prioritizes work, and meets deadlines.
• Handles multiple priorities and interactions with many clients, both internal and external to the organization.
• Applies problem analysis and problem-solving skills.
• Is resourceful and flexible.
• Uses sound judgment and critical thinking.
• Demonstrates reliability and loyalty.
• Prioritizes conflicting needs within tight deadlines, handles matters expeditiously, proactively, and follows-through on projects to successful completion.
• Pays keen attention to safety protocols.

Education / Experience

• Post-Secondary Diploma in Business Administration, Human Resources Management, or relevant discipline preferred.
• Minimum 5 years of experience in an executive-level support role preferred.
• Strong knowledge of standard administration practices and procedures.
• Working knowledge of non-profit governance and volunteer Board activities.
• Proficient with computer applications (MS Office) and demonstrated aptitude for learning new applications.
• Good knowledge and experience using new / emerging technologies.
• Experience with maintaining content for society’s social media channels and website, as necessary.
• Excellent English, written and oral business communication skills with well-developed correspondence, and reading skills.
• 60,000-$70,000 and benefits

How to apply

• Please send a cover letter and resume by June 13, 2025 to Samantha Krystal, Project Coordinator, Howegroup [emailprotected]

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

Business Consulting and Services

Referrals increase your chances of interviewing at Howegroup Public Sector Consultants Inc. by 2x

Office Manager | Part-Time | Rogers Field at Nat Bailey Stadium

City of Langley, British Columbia, Canada 3 weeks ago

Assistant Front Office Manager, Fairmont Pacific Rim

Surrey, British Columbia, Canada 1 month ago

Executive Housekeeper Assistant Club Med Resort Canada or overseas

Transformation Management Office - Senior Manager / Manager, Operations

Port Coquitlam, British Columbia, Canada CA$38.00-CA$42.00 1 month ago

Assistant / Associate / Full Teaching Professor - Multidisciplinary Graduate Engineering - Vancouver

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.

J-18808-Ljbffr

Create a job alert for this search