Executive Assistant to CEO

Canadian Bar Association, BC Branch; Vancouver; On-site; CAD 68,000 - 75,000; Full time

Job summary

A professional association for legal professionals in Vancouver seeks a Senior Administrative Assistant for a 12-month temporary position. The role provides vital governance support to the CEO and senior management, manages logistics for meetings, and maintains Branch records. Successful applicants will have experience in a fast-paced executive office and strong organizational skills. This full-time role offers a salary range of $68,000 - $75,000 CAD and embraces inclusivity in the hiring process.

Qualifications

• Previous experience in a senior administrative role in a fast-paced executive office.
• Strong verbal and written communication skills.
• High level of confidentiality and discretion.

Responsibilities

• Provides administrative support for the CEO and senior management.
• Coordinates meetings with key stakeholders.
• Manages logistics for Board meetings.

Skills

Strong organizational skills

High level of attention to detail

Strong verbal and written communication skills

Ability to work effectively with minimal supervision

Project management experience

Education

Post-secondary education in recognized business or administrative assistant courses

Tools

MS Office365

Kentico

iMIS

Zoom

Teams

Doodle

Job description

The Canadian Bar Association is the leading professional association for lawyers, judges and law students with 40,000 members nationally, including 8,000 here in BC. We are the essential ally and advocate of lawyers, providing professional development and valuable networking opportunities and serve our members and their interests in advocacy by promoting fair justice systems, facilitating effective law reform, promoting equality in the legal profession, and promoting a modernized self-governing profession. Learn more at cbabc.org.

Come join our team of passionate and energetic individuals who are committed to serving our members and supporting our volunteers. If you like a fast-paced environment and a variety of projects, this could be the place for you.

Position Overview

Reporting to the Chief Executive Officer, this position provides senior administrative and governance support to the Chief Executive Officer and senior management along with the President, Board of Directors, Branch Committees and Provincial Council. The role is a key communicator and coordinator with our most important volunteers and external relationships. This is a 12‑month temporary position (for parental leave coverage) and is full‑time (35 hours per week).

Key Responsibilities

• Provides administrative support for the CEO, Senior Director, President, including correspondence, digital filing, calendar management, meeting and travel coordination and expense claims management.
• Arranges meetings with representatives of the National CBA, the Courts, the Ministry of the Attorney General, Law Society of BC, member firms, and other justice and legal system partners.
• Manages Branch Calendar, to ensure accuracy and currency and that presidential obligations and staff preparations are understood.
• Co‑ordinates representatives to speak at Judicial Welcoming and Call Ceremonies.
• Works co‑operatively with all staff with particular focus on the Manager, Policy & Advocacy, Manager, Membership Outreach and Manager, Communications & Marketing.
• Manages logistics for in‑person and hybrid Board meetings and attends all meetings.
• Coordinates and distributes meeting schedule, notices, agendas, minutes, and materials for each Board of Directors, Provincial Council, Committees and ad hoc meetings.
• Maintains current database records in iMIS for Board, Council, Committee members.
• Coordinates annual Board and Committee Orientations and prepares related materials.
• Administers annual and periodic process for recruitment and Board selection process of volunteers to Committees and Provincial Council. Maintains register of terms of office for internal and external appointments.
• Manages the external appointment process, including forecasting of upcoming appointments, issuance of Calls for Volunteers, compilation of information to support Board appointment decisions, management of appointments correspondence and records.
• Maintains records of Branch Bylaws and Policies and coordinates updates to public website through Communications team.
• Co‑ordinates the Strategic Plan updating and reporting process in coordination with Senior Director.
• Coordinates distribution of Volunteer Appreciation for Board, Council and Committees.

Experience And Qualifications

• Previous experience working in a senior administrative role in a fast‑paced executive office.
• Post‑secondary education in recognized business, administrative assistant courses.
• Strong organizational skills and high level of attention to detail.
• Strong verbal and written communication skills.
• High level of confidentiality, discretion, diplomacy and tact.
• Project management experience and skills is an asset.
• Ability to work effectively with minimal supervision.
• Proficiency in MS Office365, Kentico and iMIS or comparable database software, Zoom, Teams and Doodle; demonstrated ability to keep updated with current software versions and utilize the full capabilities of these systems.

SALARY RANGE

$68,000- $75,000

OUR COMMITMENT

CBABC is committed to supporting an inclusive work environment. We welcome applications from members identifying with any group including visible minorities, Indigenous Peoples, people living with a disability, people of diverse sexual orientation, gender identity or expression (2SLGBTQ+), and others. Qualified applicants from under‑represented groups are encouraged to apply and to indicate in your cover letter if you belong to one of the designated groups.

We want to ensure the application process enables you to share your experience, skills and abilities. We expect the recruitment process will take place virtually. As such, you are invited to reach out to us, confidentially, if you face any barriers to participating in this application process. Contacting us will not impact the evaluation of your application.

Qualified applicants shouldsubmit their cover letter and resumé to [e-mail] Cover letter is required.

We thank all applicants for their interest; however, only applicants selected for an interview will be contacted.