Executive Assistant & Office Manager

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

Job summary

Arthritis Society Canada seeks a dedicated Executive Assistant & Office Manager to support the VP of Western Canada in enhancing organizational efficiency and effectiveness. This role involves strategic project assistance, high-level administrative tasks, and maintaining strong relationships with stakeholders. The ideal candidate will have extensive experience, a relevant educational background, and a passion for making an impact in the fight against arthritis.

Benefits

Extended healthcare benefits

Vacation (at least 3 weeks)

Hybrid working model

Retirement Planning with DCPP

Pay for performance incentive program

Qualifications

• 5+ years of administrative experience with senior executives required.
• Unquestionable integrity and discretion with sensitive information expected.
• Experience interacting with business leaders and stakeholders across levels.

Responsibilities

• Oversee efficient Western Canada office operations and support key strategic projects.
• Draft and prepare high-level written materials including reports and proposals.
• Manage the VP's calendar and travel logistics for impactful meetings.

Skills

Integrity

Customer Service

Judgment

Technologically Savvy

Education

Degree or college diploma in administration or a related field

Tools

Microsoft Office

Job description

The Role :

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 (and !)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. If you are interested in, and qualified for, this exciting opportunity, please submit a cover letter and resume to . We thank all applicants for their expression of interest, however only those selected for an interview will be contacted.

Interested in a different role or know someone that would be a great fit for our team? We are creating an organization that is an exceptional place to work and volunteer. You are encouraged to visit our official careers site at where you can view all our current job opportunities across Canada, and learn more about why you should join our team to help extinguish arthritis for good!

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