Executive Assistant & Project Secretariat

Bcachc; Victoria; Hybrid; CAD 52,000 - 69,000; Part time

Benefits offered by this job

Hybrid work

Part-time hours

Mission-driven environment

Community impact

Job summary

British Columbia Association of Community Health Centres (BCACHC) is seeking an Executive Assistant & Project Secretariat in Victoria for a 15-month part-time contract. The role delivers executive support, coordinates governance, and ensures timely project communication and documentation across strategic initiatives.

The successful candidate will manage complex calendars, draft communications, prepare meeting materials, and maintain confidential records while collaborating with senior leaders,

Qualifications

• 5+ years of experience providing executive administrative support to senior leaders.
• Experience supporting project governance, committees, boards, or program management environments.
• Experience preparing meeting materials, agendas, minutes, and status reports.
• Experience coordinating multiple priorities in a complex organizational environment.

Responsibilities

• Provide executive-level administrative support and governance coordination.
• Manage calendars, meetings, travel, and communications.
• Prepare briefing materials, reports, and background information for meetings.
• Coordinate governance activities and track action items.

Skills

Executive support

Governance coordination

Calendar management

Communications

Document management

Meeting facilitation

Time management

Discretion/confidentiality

Independent work

Education

Diploma or degree in Business Administration, Public Administration, Project Management, Communications, or related field

Tools

Microsoft Office Suite

SharePoint

MS Planner

Job description

Company description

The British Columbia Association of Community Health Centres (BCACHC) exists to advance the Community Health Centre (CHC) model. The association engages, advocates for, and supports our member CHCs as an integral part of health and social services in their communities in BC. BCACHC supports member CHCs by offering a variety of consulting services, tools, and research to advance the development of CHCs in the province. BCACHC currently has over 40 members.

We are looking for team members who cherish the opportunity to join a small and dynamic outcome focused team, with a desire to take part in purpose and value driven work that contributes to improving accessibility and quality in health care, especially for priority populations in BC.

Position Summary

Executive Assistant & Project Secretariat – 15 months part-time contract position with possibility of an extension

Location: Victoria

The Executive Assistant & Project Secretariat provides comprehensive executive-level administrative support while ensuring effective governance, coordination, and documentation across strategic projects and committees. This role serves as a key liaison between senior leadership, project teams, and partners, facilitating efficient decision-making, maintaining project controls, and ensuring timely communication and follow-through on organizational priorities.

The successful candidate is highly organized, detail-oriented, proactive, resourceful. and capable of managing competing priorities in a fast-paced environment while maintaining confidentiality and professionalism.

Key Responsibilities

Executive Support

Calendar and Schedule Management

• Manage and prioritize complex calendars for senior executives.
• Coordinate meetings, appointments, conferences, and travel arrangements.
• Anticipate scheduling conflicts and proactively identify solutions.
• Ensure executives are appropriately briefed and prepared for meetings and events.

Communications Management

• Serve as a primary point of contact for internal team members and external partners.
• Screen, prioritize, and manage incoming correspondence, emails, and other inquiries.
• Draft, edit, and distribute communications on behalf of executives.
• Maintain confidentiality when handling sensitive information and documentation.

Meeting and Executive Preparation

• Prepare briefing materials, presentations, reports, and background information for executive and committee meetings.
• Coordinate logistics for leadership meetings, retreats, and strategic planning sessions.

Project Secretariat Support

Governance and Committee Coordination

• Coordinate governance activities for steering committees, advisory groups, and working committees.
• Schedule meetings, prepare agendas, and distribute meeting materials.
• Manage meeting logistics, including virtual and in-person arrangements.
• Ensure governance processes and reporting requirements are followed.

Meeting Records and Documentation

• Record accurate meeting minutes, key decisions, action items, and outcomes.
• Maintain document control processes and governance records.
• Track and monitor action items to ensure timely completion.
• Manage repositories of project and committee documentation.

Project Monitoring and Reporting

• Maintain project schedules, milestones, and governance dashboards.
• Monitor progress against timelines and identify potential risks, issues, or delays.
• Compile status reports and briefing materials for leadership and committees.
• Support project managers in preparing governance and performance reporting.

Team and Partners Coordination

• Facilitate communication between executives, project teams, and partners.
• Coordinate follow-up actions arising from meetings and committee decisions.
• Support collaboration across departments to ensure alignment on priorities and deliverables.
• Build positive working relationships with internal teams and external partners.

Qualifications

Education

• Diploma or degree in Business Administration, Public Administration, Project Management, Communications, or a related field.
• Equivalent education and experience may be considered.

Experience

• 5+ years of experience providing executive administrative support to senior leaders.
• Experience supporting project governance, committees, boards, or program management environments.
• Experience preparing meeting materials, agendas, minutes, and status reports.
• Experience coordinating multiple priorities in a complex organizational environment.

Knowledge and Skills

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Excellent proofreading, editing, and document preparation skills.
• Ability to exercise discretion and maintain confidentiality.
• Strong attention to detail and accuracy.
• Ability to work independently and manage competing deadlines.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Working knowledge of project management principles and governance frameworks.
• Experience using document management and collaboration platforms such as SharePoint.

Key Competencies

• Executive Presence and Professionalism
• Planning and Organization
• Stakeholder Relationship Management
• Communication and Influence
• Attention to Detail
• Adaptability and Flexibility
• Problem Solving and Critical Thinking
• Accountability and Follow-Through
• Confidentiality and Integrity

Preferred Qualifications

• Project Management certification or training (CAPM, PMP, PRINCE2, or equivalent).
• Experience with MS Planner
• Experience supporting executive leadership teams, boards, or steering committees.
• Familiarity with project portfolio management and reporting tools.
• Experience within public sector, healthcare, technology or large organizational environments.

What We Offer

• $38–$50/hour, commensurate with experience.
• 15-hour to 22.5-hour work week (equivalent to 0.4 to 0.6 FTE) with some flexibility in scheduling.
• Supportive, mission-driven work environment.
• Opportunity to contribute to meaningful community impact.
• Hybrid work arrangements (work from home and/or an office in Victoria, BC. Occasional in-person meetings).