Executive Assistant & Office Manager

The Arthritis Society; Vancouver; Hybrid; CAD 65,000 - 80,000; Full time

Job summary

The Arthritis Society is seeking an Executive Assistant & Office Manager to provide strategic administrative support to the Vice President of Western Canada in Vancouver. This role will involve overseeing office operations, managing the VP's calendar, drafting correspondence, and ensuring efficient execution of strategic projects. The ideal candidate should possess strong administrative skills, integrity, and a customer service orientation. The position offers a hybrid working model and a competitive salary with comprehensive benefits.

Benefits

Pay for performance incentive program

Extended healthcare benefits

Vacation (at least 3 weeks)

Reduced-fees Group RRSP scheme

Qualifications

• Minimum of 5 years administrative support experience to senior-level executives.
• Requires absolute discretion with confidential information.
• Experience engaging with community business leaders and stakeholders.

Responsibilities

• Oversee efficient operation of the Western Canada office and track strategic deliverables.
• Proactively manage the VP’s calendar and travel logistics.
• Draft high-level written materials and manage donor records effectively.

Skills

Customer Service

Judgment

Technological Proficiency

Integrity

Education

Degree or college diploma in administration or a related field

Tools

Microsoft Office

Job description

This is an exciting opportunity for a highly organized administrative professional who thrives on both big-picture thinking and meticulous execution, and is driven by a passion for excellence.

Reporting to the Vice President, Western Canada, the Executive Assistant & Office Manager provides strategic and high-level administrative and project support to ensure the efficiency, effectiveness, and impact of the VP’s office. A trusted partner, the Executive Assistant & Office Manager plays a pivotal role in advancing key organizational priorities by anticipating needs, managing competing demands and driving progress on critical initiatives. Working closely with the Western Canada leadership team and colleagues nationwide in a range of functional areas, the Executive Assistant & Office Manager contributes to strengthening internal operations and fundraising outcomes through innovative, solutions-oriented thinking.

What We Do :

Arthritis Society Canada is on a mission to fight the fire of arthritis with the fire of research, innovation, advocacy and information and support. That’s because arthritis robs six million Canadians of their mobility, mental and physical well-being, and in some cases, their livelihood. It is Canada’s most common chronic condition, and there is no cure.

Why Join Us :

A career with us is more than just a job. It’s an opportunity to use your talents to push back against the devastation of arthritis. Fighting the fire of arthritis gives meaning to our work, incites collective action and drives us to excellence in all we do. Our bold and ambitious strategic plan, Accelerating Impact, is propelling our work to create transformational change. We are united, transformative and impactful culture. Our people are essential to our efforts and we will empower you to be successful in your role. We are honored to be a 2022-2024 (and 2019-2021!) Canada’s Most Admired Corporate Cultures winner, and proud to be accredited under Imagine Canada’s Standards Program.

Our Revenue Development Team :

Our revenue development team is made up of talented fundraising professionals across Canada, in the areas of major giving, planned giving, events and annual giving, who work closely with our community of generous loyal donors to turn shared visions, passions and interests into meaningful impact in fighting the fire of arthritis. We are a nationwide charity with local impact, and the donations from these individuals makes a difference for people living with arthritis in every province.

Key Accountabilities :

• Oversee the efficient operation of the Western Canada office, ensuring key strategic deliverables and projects are tracked, monitored, and completed with excellence and timeliness, connecting with nationwide counterparts to streamline workflow and processes that support the outcomes and deliverables for the Western Canada region.
• Independently support and drive execution on key initiatives across Western Canada, ensuring deadlines are met, follow-ups are completed and stakeholders are aligned and informed.
• Draft, edit, and prepare a variety of high-level written materials including donor correspondence, reports, email communications, proposals and presentations, working with nationwide colleagues to leverage standardized templates, organization-recommended AI tools and resources to enhance materials and create efficiencies in delivery, and ensure brand and tone alignment.
• Proactively manage the VP’s calendar, prioritizing high-impact meetings with donors, senior executives, and external partners. Anticipate scheduling conflicts and ensure optimal time allocation aligned with strategic goals. Handle travel and meetings logistics.
• Maintain accurate and up-to-date donor records, revenue tracking, and key relationship notes in Raiser’s Edge. Support the VP in leveraging donor data to inform engagement strategies.
• Oversee regional budgets and financial tracking in collaboration with the Vice President, regional team, and head office accounting. Ensure accurate forecasting, reporting, and expense management to support financial priorities and project execution.

Qualifications, Experience & Skills :

• A minimum of five (5) years of experience providing administrative and project support to senior-level executives or senior teams.
• Degree or college diploma in administration or a related field.
• Unquestionable integrity, a highly nuanced sense of judgment and absolute discretion with confidential and sensitive information.
• A responsive customer service outlook with a “can do” approach.
• Vast experience in interacting with influential community business leaders and stakeholders of all levels.
• Technologically savvy, with advanced level of proficiency in Microsoft Office.

Working Conditions :

This position is designated to our Vancouver office in a hybrid model. This means you will work at least 2 days a week from our Vancouver office and the rest of the days remotely / from home. The exact days you are required to work from our office will be determined by your supervisor. This will include in-person meetings, events, retreats and other opportunities to connect and collaborate. There will also be times throughout the year when you are required to travel to Toronto for in-person experiences.

Some Highlights of What we Offer :

• Performance Rewards : Pay for performance incentive program.
• Health & Wellness : Extended healthcare benefits (including dental, vision, prescription drugs & disability coverage), choice of healthcare spending account and / or healthy living account, virtual 24 / 7 healthcare access & discounted fitness membership.
• Time-Away Programs : Vacation (at least 3 weeks), personal days, holiday closure & summer hours.
• Ways of Working : Working with us doesn't have to mean working in an office to have an impact. Our dedication to enabling you to flourish means that you can have choice and flexibility in where you work and live, subject to the needs of your role, the people you serve and our requirements. We have a hybrid working model, with home and office-based options available. We will always list a primary location which will be where you go for in-person teamwork.
• Retirement Planning : DCPP whereby you contribute 4% of earnings & we match this with 5%, and a convenient reduced-fees Group RRSP scheme.

The salary range for this position is $65,000 - $80,000 per annum, commensurate on skills and experience.

Apply Now :

This job posting is for an existing vacancy.