Executive Assistant - Operations

Roman Catholic Archdiocese of Vancouver; Vancouver; On-site; CAD 50,000 - 70,000; Full time

Job summary

The Roman Catholic Archdiocese of Vancouver seeks an Executive Assistant to provide comprehensive administrative support. Ideal candidates will possess strong organizational and communication skills, along with extensive experience in professional office settings. This full-time in-office position offers comprehensive health benefits and a collaborative team environment, focused on advancing the mission of the Church.

Benefits

Comprehensive health and dental benefits

Pension plan

Opportunity to work in a faith-based team environment

Qualifications

• 5 years' experience in a highly professional office environment.
• Proven experience in business correspondence and documents.
• Experience with legal matters preferred.

Responsibilities

• Manages calendars and schedules appointments.
• Handles phone calls, greets visitors, and manages inquiries.
• Drafts and edits correspondence for stakeholders.

Skills

Organizational skills

Communication skills

Discretion

Initiative

Interpersonal skills

Education

Diploma in Business Administration

Tools

MS Office Suite

Job description

The Archdiocese of Vancouver (RCAV) carries out the mission of the Church on a local level. Our vision is focused on intentionally helping people experience God’s merciful love by focusing on four key priorities and goals : Making Every Sunday Matter, Getting Closer to Jesus, Strengthening Marriages and Families, and Developing Parish Leadership and Support.

At RCAV, you will work alongside passionate disciples who are eager to bring people closer to Jesus. You will be part of a caring and collaborative team and have the opportunity to use your unique gifts and skillset to advance the work of the Archdiocese. As part of a team, staff are invited to grow in faith and fellowship while being encouraged and further developed in their professions. Come use your gifts to advance the mission of the Church in Vancouver.

Job Description

The Executive Assistant provides comprehensive confidential administrative support by managing schedules, coordinating events, and managing files and projects to ensure smooth day-to-day workflow. The incumbent takes the initiative in selecting work methods and procedures and independently conducts and coordinates key projects and streamlines processes.

The ideal candidate will have several years of experience in a senior administrative role, strong organizational and communication skills, a proactive approach and a deep passion for furthering the Mission.

Responsibilities

• Manages calendars and schedules appointments;
• Handles phone calls, greets visitors, and deals with inquiries and requests, in accordance with identified priorities and procedures;
• Drafts, prepares, and edits correspondence on behalf of key stakeholders;
• Manages and works on projects as requested;
• Coordinates and manages third-party events at the JPII Pastoral Centre;
• Follows up on tasks, projects and files to ensure progress is on track;
• Coordinates meetings, including the preparation of agendas, minutes and other relevant material ahead of the meeting;
• Reserves and sets up meeting / conference rooms as needed;
• Takes minutes as directed; transcribing meeting minutes and distributing within prescribed timelines;
• Manages and edits legal files as required;
• Reviews and proofreads documents / correspondence to ensure compliance with legal procedures and grammatical usage;
• Assists with legal matters and liaises with relevant stakeholders to support the Archdiocese of Vancouver in making informed decisions;
• Conducts research necessary to assist the Operations Office;
• Assists in establishing and maintaining a well-organized, and easily searchable digital filing system utilizing knowledge of legal records and procedures;
• Assists in developing and deploying time management strategies and tools;
• Enters invoices and prepares expenses reports;
• Participates in various committees as directed;
• Performs other related tasks and projects as requested.

Desired Skills and Experience

• A minimum of five (5) years’ previous experience in a highly professional office environment;
• Diploma or higher in Business Administration or another related field;
• Proven experience producing business correspondence and documents;
• Demonstrated experience working with legal matters with a developed understanding of the legal environment is preferred;
• Thorough knowledge of the Archdiocese of Vancouver;
• Excellent command of the English language including writing, editing and proof-reading skills;
• Ability to work with highly confidential documents and materials;
• Superb verbal, written, and interpersonal communication skills;
• Maintains a high level of initiative, judgement, and discretion;
• Ability to establish and maintain a effective working relationship with a wide range of teams and stakeholders both internally and externally;
• Exceptional organizational skills with the ability to prioritize a wide range of tasks.
• Ability to effectively manage and complete tasks within a tight deadline;
• Must be experienced with the MS Office Suite, in particular Word, Outlook and Excel as well as virtual meeting platforms;
• Core office hours are 9 : 00 a.m. to 4 : 30 p.m.; occasional evening and weekend work may be required;
• This is a full-time in-office position;
• Must be compliant with Archdiocese of Vancouver’s Safe Environment Policies;
• Opportunity to work in a faith-based team environment;
• Comprehensive health and dental benefits and pension plan offered;

Deadline to apply : June 6 th , 2025

Please submit a résumé and cover letter with “Executive Assistant - Operations” in the subject line to :

Thank you for your interest; only shortlisted candidates will be contacted.

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