Executive Assistant and Board Secretariat

SafeCare BC; Burnaby; On-site; CAD 70,000 - 80,000; Full time

Job summary

A leading non-profit organization in Metro Vancouver is seeking an experienced Executive Assistant to support the CEO and facilitate Board operations. The ideal candidate will have a background in administrative support with excellent organizational and communication skills. Responsibilities include managing schedules, coordinating meetings, and handling confidential information. Offering a competitive salary and benefits, this role is central to enhancing organizational effectiveness and fostering collaboration.

Benefits

Competitive salary ($70,000–$80,000/year) based on experience

Health benefit plan with tele-health and RRSP-matching

Professional development support

Positive team atmosphere

Qualifications

• Minimum 2 years of experience as an Executive Assistant or in a similar administrative role.
• Proven project management experience.
• Strong verbal and written communication skills in English.

Responsibilities

• Provide high-level administrative support to the CEO including calendar management.
• Coordinate board and committee meetings.
• Maintain accurate minutes of meetings.

Skills

Organizational skills

Interpersonal skills

Detail-oriented

IT proficiency

Communication skills

Multitasking

Education

Diploma or degree in business administration or related field

Tools

Microsoft Office Suite

Virtual communication platforms

Job description

DUTIES AND RESPONSIBILITIES

This role is crucial in supporting the CEO and facilitating seamless communication and operations within the Board of Directors. The successful candidate will be responsible for maintaining confidentiality, coordinating administrative tasks, and ensuring the smooth functioning of board and committee operations.

Executive Support

• Provide high-level administrative support to the CEO, including calendar management, travel arrangements, and meeting coordination.
• Draft and edit correspondence, reports, presentations, and other documents as needed.
• Handle sensitive information and maintain strict confidentiality.
• Support organizational projects, events, and initiatives as assigned.

Board and Committee Operations

• Serve as the primary point of contact between the CEO and the Board of Directors.
• Coordinate and schedule board and committee meetings, ensuring all necessary logistics and materials are prepared and distributed in a timely manner.
• Record and maintain accurate minutes of board and committee meetings.
• Organize the Annual General Meeting, board and committee strategic planning sessions, and new board and committee member orientation.
• Support the Board self‑assessment and CEO evaluation process.

Administrative Expertise

• Manage and organize office operations to ensure efficiency.
• Handle incoming communications and inquiries, directing them to the appropriate parties.
• Maintain filing systems and databases.

IT Knowledge

• Possess a strong understanding of IT tools and applications to facilitate communication and collaboration.
• Provide technical support for virtual meetings and ensure technology is optimized for efficient operations.

Non‑Profit Bylaws

• Demonstrate a solid understanding of non‑profit bylaws and governance structures, including the BC Societies Act.
• Assist in the preparation and distribution of board materials related to governance and compliance.
• Maintain records and ensure compliance with the BC Societies Act, including preparation of annual filings, resolutions, and updates to the registry.
• Monitor and ensure adherence to governance policies, bylaws, terms of reference, and board procedures.

Education, Qualifications and Experience

• Diploma or degree in business administration, governance, or related field, or an equivalent combination of education and experience showcasing a solid foundation in process management.
• Minimum 2 years’ experience as an Executive Assistant, Board of Directors support role or in a similar administrative role.
• Proven project and change management experience, with a track record of driving successful process enhancements.
• Previous experience in a non-profit organization is an asset.
• Excellent organizational and multitasking skills and innate ability to create order and structure from complex situations.
• An eye for detail that can spot a misplaced comma from a mile away.
• Strong interpersonal skills to foster collaboration and facilitate change across various departments.
• Proficiency in IT tools, including Microsoft Office Suite and virtual communication platforms.
• Understanding of non‑profit bylaws and governance structures.
• Strong verbal and written communication skills in English, with a proven ability to build rapport and maintain effective interpersonal relationships.
• Ability to work independently and collaboratively in a fast‑paced environment.

What We Offer

• Safe and healthy organizational culture.
• Competitive salary ($70,000–$80,000 / year) based on experience.
• Health benefit plan with tele‑health and RRSP‑matching.
• Meaningful work with the opportunity to contribute to positive change.
• Professional development support.
• A great team atmosphere and focus on people‑first culture.

About Us

We respect, encourage, and value diverse voices, because we believe that innovation and creativity are driven by inclusiveness and cultivated by diverse backgrounds, ideas, and experiences. We are an industry funded, non‑profit association working to ensure injury‑free, safe working conditions for continuing care workers in BC. We strive to be the industry leader in advancing injury prevention and safety training for long‑term care and home care and support workers. Not only are we committed to improving the health and safety of healthcare workers, but we have the same commitment to our team.

Additional Information

The Provincial Health Officer requires that anyone working in or regularly entering a healthcare or long‑term care facility in British Columbia provide their COVID‑19 vaccination status. There will be times when our team will be expected to visit care homes to engage in activities that support our members. Vaccination with a COVID‑19 vaccination series approved by Health Canada is a condition of employment at SafeCare BC.

How to Apply

Please submit your resume and cover letter to [e-mail]

Subject line : Executive Assistant – Board Secretariat Application

Only candidates selected for interviews will be contacted. No phone inquiries, please.