Executive Assistant to Chief Executive Officer

Burnaby Hospital Foundation; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

A prestigious healthcare foundation in Vancouver is seeking an Executive Assistant to support the CEO. The ideal candidate will have over 5 years of executive support experience, excellent skills in managing emails and schedules, and proficiency in software like Outlook and Word. Responsibilities include coordinating meetings, preparing documents, and liaising with stakeholders. This is a full-time role in a dynamic environment focused on enhancing community healthcare services.

Benefits

Competitive salary

Qualifications

• 5+ years’ experience providing executive support to senior management.
• High level of experience in email inbox and calendar management.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Coordinate administrative details for various activities and meetings.
• Manage the CEO’s meeting schedule.
• Liaise with Board of Trustees and major donors for communication.

Skills

Executive support experience

Email and calendar management

Computer software applications (Outlook, PowerPoint, Word, Excel, Adobe Acrobat)

Excellent organizational skills

Strong writing skills

Attention to detail

Judgment and decision-making

Flexibility and adaptability

Tools

Raiser’s Edge

Job description

Executive Assistant to Chief Executive Officer

Burnaby Hospital & Community Foundation (BHCF) is the philanthropic arm of Burnaby Hospital. The Foundation was established in 1982 to raise financial resources needed for life‑saving surgical, diagnostic and medical equipment, innovative tools for patient care, and other community healthcare needs. Since its inception, Burnaby Hospital & Community Foundation has contributed more than $28 million dollars to the hospital towards equipment from over 80,000 donors in our community. The Foundation’s mission is “to raise funds through community partnerships to make Burnaby Hospital the best it can be.”

JOB SUMMARY:

This is a full‑time position for an experienced administrative professional to make a strong contribution to the Foundation’s success and Burnaby Hospital’s transformation. Burnaby Hospital & Community Foundation is looking for an executive administrative professional who has experience in supporting executive leadership and working with a Board of Trustees.

Burnaby Hospital & Community Foundation offers employees a competitive package.

RESPONSIBILITIES:

Priority Management:

• Coordinate the administrative details involved in activities, meetings, projects, etc.
• Manage the CEO’s meeting schedule.
• Liaise with Board of Trustees, staff, volunteers, major donors, media, government/elected officials, health professionals, and hospital (Fraser Health) staff and leadership.

Correspondence and Communications Support:

• Daily email inbox and calendar management for the CEO.
• Compose drafts and finish documents, including letters, proposals and presentations.
• Schedule and coordinate meetings with stakeholders.
• Correspond with major donors and oversee government relations.
• Prepare reports, with information gathered from several sources.
• Edit and proofread.
• Make travel arrangements as required.
• Prepare expense claims and other regular forms for the CEO.

Board Liaison:

• In consultation with the CEO, prepare and distribute agenda and supporting documents for meetings.
• Set up for Board and Committee meetings including catering, AV, meeting materials, agendas, etc.
• Manage board lists, manuals and Board of Trustee documentation.
• Act as recording Secretary for Trustee meetings, and draft and distribute minutes.
• Schedule and monitor any actions or decisions.
• Organize Annual General Meeting, Strategic Planning Sessions, and Committee Meetings.

In‑Hospital Activations and Events:

• Support Community and Events team with running in‑hospital activations, including administration related tasks and physical set up of activations.
• Support Community and Events team to help facilitate the Foundation’s third‑party program, including volunteering at third‑party events and coordinating Board attendance.
• Support Community and Events team to ensure successful promotion of events and the development of event‑related collateral materials.

Data Management:

• Update and maintain accurate donor records for the CEO’s contacts, using Raiser’s Edge.

QUALIFICATIONS:

• Must have 5+ years’ experience providing executive support to a senior management or C‑suite role.
• Must have experience with email inbox and calendar management.
• Must have a high level of experience in computer software applications: Outlook, PowerPoint, Word, Excel, Adobe Acrobat (creating and editing PDFs).
• Must have excellent organizational, coordination, and planning skills.
• Excellent writing skills (grammar and spelling).
• Ability to work under pressure and meet deadlines.
• Highly reliable and detail oriented.
• Strong ability to apply judgment when taking action.
• Prepared to respond to a fast‑paced, changing fundraising environment requiring flexibility with respect to working hours.
• Able to work one evening every other month.
• Experience using Raiser’s Edge is an asset.
• Experience working in a not‑for‑profit or in the charitable sector is an asset.

Seniority level

• Mid‑Senior level

Employment type

• Full‑time

Job function

• Administrative

Industries

• Hospitals and Health Care