Executive Assistant to ED and Board

Sunshine Coast Community Services Society; Sechelt; On-site; CAD 45,000 - 70,000; Full time

Job summary

Join a forward-thinking organization dedicated to making a positive impact in the community. As an Executive Assistant, you will play a crucial role in supporting the Executive Director and Board of Directors, ensuring effective governance and smooth operations. Your organizational skills and attention to detail will help manage administrative tasks, coordinate meetings, and facilitate communication. This role offers a chance to contribute to meaningful programs that empower individuals and strengthen the community. With competitive compensation and comprehensive benefits, this is an opportunity to grow professionally while making a difference.

Benefits

100% Health Benefits

75% Long-term Disability Premiums

Employer Contributions to Pension Plan

3-4 Weeks Vacation

Wellness Leave

Professional Development Support

Team Building Activities

Qualifications

• 2-3 years of experience in administrative support, preferably in non-profit.
• Strong written and verbal communication skills are essential.

Responsibilities

• Manage the Executive Director's calendar and coordinate meetings.
• Provide administrative support to the Board of Directors.

Skills

Administrative Support

Communication Skills

Organizational Skills

Microsoft Office Suite

Decision-Making

Interpersonal Skills

Education

Post-secondary degree or diploma

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Zoom

MS Teams

Job description

About Community Services

Since 1974, Sunshine Coast Community Services Society has been at the heart of creating positive change for people on the Sunshine Coast. With a legacy built on care, dedication, and adaptability, we proudly offer over 30 impactful programs across the region. Our work spans four vital areas:Community Action and Engagement, Together Against Violence, Child and Family Counselling, and Family, Youth, and Children’s Services.

Guided by our core values—social justice, interdependence, diversity, compassion, and respect—we are driven to empower individuals and strengthen our community. We’re seeking passionate, values-driven individuals who want to make a real difference in the lives of others. If that sounds like you, join us and be part of our meaningful journey!

About the Role

The Executive Assistant plays a key role in assisting the Executive Director in leading with focus and impact. By managing day-to-day administrative tasks and ensuring smooth communication and coordination, the role strengthens the Executive Director’s ability to advance the organization’s mission. Additionally, the Executive Assistant provides essential support to the Board of Directors, helping to ensure effective governance and strategic alignment. This position reports directly to the Executive Director or their Designate.

What You’ll Do

Administrative & Executive Support

• Manages the Executive Director’s calendar, acting as both a "gatekeeper" and "gateway" to optimize access and prioritize scheduling.
• Coordinates, schedules, and prepares for key meetings with internal and external stakeholders; records notes and action items.
• Plans, organizes, and hosts internal events for staff, volunteers, and clients.
• Maintains and updates BCeID business accounts, ensuring user access and account information remain current.
• Drafts, edits, and distributes written communications, including responding to emails and other correspondence.
• Works proactively with the Executive Director to keep them informed of priorities, deadlines, and responsibilities.
• Oversees special projects as delegated by the Executive Director and provides general administrative and office support as needed.
• Compiles, maintains, and distributes program-related documents and reference materials.
• Conducts policy research and literature reviews; prepares memos and briefs on key program areas.
• Ensures organizational policies are current and accessible via the public folder.
• Assists with the preparation of administrative and expense reports.
• Composes and prepares confidential correspondence; arranges travel, itineraries, and meeting materials.
• Maintains a high level of urgency, diplomacy, and professionalism when managing requests.
• Assists in compiling documentation for grant and funding applications.
• Supports the development and finalization of the Business Improvement Plan.
• Creates and distributes SLT (Senior Leadership Team) meeting packages and takes minutes as needed.

Board Support

• Acts as liaison to the Board of Directors, providing administrative support including scheduling and file organization.
• Communicates on behalf of the Executive Director with Board members and staff regarding program initiatives.
• Maintains strict confidentiality and professionalism in all interactions with the Board.
• Ensures compliance with bylaws and regulatory requirements, including timely preparation and distribution of meeting materials.
• Manages all registry filings, such as bylaw changes and annual society reports.
• Prepares monthly board packages and takes meeting minutes.
• Assists in the creation and annual update of the Board Manual.

What You Bring

• Post-secondary degree, certificate, or diploma in a related field, or an equivalent combination of training and experience.
• 2–3 years of experience providing administrative support to executives, preferably in a non-profit organization.
• A forward-thinking individual who actively seeks opportunities and proposes solutions, with strong decision-making capabilities.
• Demonstrated ability to exercise good judgment in a variety of situations.
• Excellent written and verbal communication skills, along with strong administrative and organizational abilities.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat.
• Familiarity with web platforms and the ability to organize and facilitate virtual meetings and webinars via Zoom, MS Teams, etc.
• Proven ability to work independently on projects from conception to completion, while handling a wide range of activities and confidential matters with discretion.
• Exceptional organizational skills, with the ability to prioritize and manage multiple tasks with strong attention to detail.
• Strong interpersonal skills and the ability to build effective relationships with a diverse range of stakeholders, including staff, board members, external partners, and donors.
• Experience working with diverse populations.
• Ability to work with minimal supervision.

Why Join Our Team?

• Competitive and Transparent Compensation: We value fairness and clarity in our wages.
• Comprehensive Benefits: The employer covers 100% of health benefits and 75% of long-term disability premiums.
• Secure Your Future: Enjoy employer contributions to the Municipal Pension Plan (MPP).
• Generous Vacation Time: Start with 3 weeks in your first year, increasing to 4 weeks in your second year.
• Wellness and Flexibility: Receive special leave annually for wellness, personal needs, and more.
• Professional Development Support: Paid memberships for professional designations and plenty of opportunities for growth.
• Community Impact: Be part of meaningful work that makes a real difference.
• Team Connection: Participate in our annual Off-Site Team Building Day with fun, engaging activities that foster collaboration and connection.

Additional information

• A Class 5 driver’s license is preferred to travel and attend meetings and events across the coast.
• Flexibility to work occasional weekends and evenings.
• Criminal Record Check (CRC) clearance is required for working with vulnerable populations.

How to Apply:

Please provide yourresume and cover letteras part of your application for this role. Visit ourcareer pagefor more opportunities.

We are committed to ensuring our application process is accessible to all candidates. If you require accommodations during any part of the application process, please contact [e-mail].

“We are an equal opportunity employer and do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status".