Executive Assistant, Council and Committees

BCNU; Burnaby; On-site; CAD 65,000 - 90,000; Full time

Job summary

BC Nurses’ Union is seeking a proactive Executive Assistant to provide high-level administrative support to the Council and committees. The role emphasizes governance, meeting administration, project coordination and event logistics, with an expectation of professionalism and discretion.

The successful candidate will manage board packages, minutes, travel arrangements and information management while collaborating across senior leadership and external contacts.

Qualifications

• Five years’ progressive experience supporting a Board of Directors or senior executives.
• Strong ability to build relationships with all levels of the organization.
• Excellent organizational and time management skills with deadline focus.
• Professionalism, tact, diplomacy, and discretion for sensitive issues.
• Ability to manage high volumes of correspondence and index information.
• Attention to detail and accuracy in documents.
• Positive, proactive, solutions-focused approach.
• Strong written and verbal communication skills.
• Proven minutes taking with follow-up on actions.
• Advanced MS Office and related office productivity tools experience.
• Experience with board management tools is an asset.

Responsibilities

• Plan Council meetings with the President and Manager, Board Relations.
• Attend meetings to provide primary staff support for in-person and virtual components.
• May take minutes and manage action items through approval and distribution.
• Organize records, terms of reference, committee lists and minutes.
• Assist onboarding Council members and organize board education sessions.
• Manage calendars, draft documents, and distribute resources for committees.
• Arrange travel, accommodation, catering, and major union events.
• Develop administrative systems and improve workflows.
• Familiarize with BCNU member funds and related processes.
• Provide backup coverage within the Executive Assistant team.

Skills

Interpersonal skills

Time management

Discretion

MS Office

Minute taking

Project coordination

Communication (verbal & written)

Tools

Board Effects

Job description

Position Overview

This is a fast-paced, high-level position within the executive office at the BC Nurses’ Union. The incumbent is responsible for delivering administrative support for the BCNU’s Council (Board) and their committees to enable Council to efficiently and effectively fulfill their governance responsibilities. This position requires a proactive individual committed to service excellence, with an emphasis on project management, event planning and technological skills.

As priorities can shift quickly, the EA must be able to cope with unpredictability and have the ability to multi-task and deliver on deadline. Irregular and/or long hours around meetings and events may be required. Significant diplomacy, political acumen and professionalism is required as the individual is expected to communicate and work with a variety of staff, senior BCNU leadership, elected member representatives and external contacts. Confidentiality and discretion are critical in this role.

Key Responsibilities

1. Board Governance, Meeting Administration and Record Keeping

• Meeting Preparation: Works closely with the President and Manager, Board Relations to plan Council meetings, including creating and distributing board packages.
• Meeting Support: Attends Council and assigned committee meetings to serve as primary staff support, ensuring both in-person and virtual components run smoothly.
• Minutes and Action Items: May take and prepare meeting minutes and/or other relevant information. Follows established process for approval, distribution and follow-up on action items.
• Document and Knowledge Management: Organizes and maintains records, terms of reference, committee lists and meeting minutes/action registries, and files, as required.
• Onboarding and Education: Assists with onboarding new Council members and organizing ongoing Board education sessions.

2. Operations, Process Optimization and Logistics

• Daily Administration: Provides administrative duties for Council and assigned committees including, but not limited to, meeting calendars, drafting various documents (e.g. spreadsheets, presentations, correspondence), and distributing resources.
• Travel and Event Logistics: Arranges travel, accommodation, and catering; researches venues for Council functions as required and handles Council logistics for major union events such as the BCNU and CFNU Conventions.
• System Improvements: Establishes administrative systems and processes, and proactively implements improvements to effectively and efficiently manage current workflows and anticipated future requirements.
• Financial administration: Be familiar with BCNU member funds and related administrative processes, and other Council-related processes (e.g. Board Development requests) and action requests if required.
• Travel: Will be requiredfor Council and other related meetings and activities where necessary.

3. Relationship Management, Collaboration and Confidentiality

• Relationship Management: Maintains respectful and collaborative relationships with Council members, senior leadership, union members, and external contacts.
• Confidentiality and Privacy: Exercises high-level professionalism with internal and external parties and maintains strict confidentiality with all materials.
• Project Support: May assist elected officials or senior executives with organizational initiatives and special Council-related projects or events as assigned.
• Team Backup: Works collaboratively within the Executive Assistant team and provides backup coverage as assigned.
• Other Duties: Assigned as required to support operational needs.

Candidate Qualifications

1. Five years’ progressive experience supporting a Board of Directors and/or a group of senior level executives. Experience working with various committees would be an asset.
2. Excellent interpersonal skills with demonstrated ability to establish and maintain effective working relationships amongst all levels of the organization. An adaptable and flexible team player.
3. Excellent organizational and time management skills. Ability to prioritize, meet deadlines, and work under pressure
4. Demonstrates professionalism, tact, diplomacy, and discretion in dealing with sensitive and/or confidential issues.
5. Ability to manage a high volume of correspondence and to research, summarize, format and index information.
6. Strong attention to detail and accuracy.
7. Approaches work with a positive, proactive, solutions-focused outlook.
8. Ability to communicate effectively both verbally and in writing.
9. Proficiency in minute taking, including responsibility for following up on action items.
10. Advanced technical skills, including MS Office programs and other office productivity tools, with an aptitude to learn new software programs and systems. Experience with Board management tools (e.g., Board Effects) an asset.