Executive Assistant to ED and Board

Kaizen Lab Inc.; Sechelt; On-site; CAD 60,000 - 80,000; Part 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 vital role in supporting the Executive Director and Board of Directors, ensuring smooth operations and effective governance. Your organizational skills and attention to detail will help manage schedules, coordinate meetings, and facilitate communication. This part-time role offers competitive compensation, comprehensive benefits, and opportunities for professional development. Be part of a team that values social justice, diversity, and community engagement, and make a real difference in the lives of others.

Benefits

100% health benefits coverage

75% long-term disability premiums

Employer contributions to Municipal Pension Plan

3-4 weeks vacation

Annual wellness leave

Paid professional development support

Team building activities

Qualifications

• 2-3 years of experience providing administrative support to executives.
• Excellent written and verbal communication skills are essential.
• Ability to work independently and manage multiple tasks.

Responsibilities

• Manage the Executive Director's calendar and schedule meetings.
• Provide administrative support to the Board of Directors.
• Draft and edit communications, ensuring professionalism.

Skills

Administrative Support

Communication Skills

Organizational Skills

Microsoft Office

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

Job Title:Executive Assistantto ED and Board
Location: Sechelt, BC
Employment Type: Part-time ( 28 hour per week)
Compensation: $27.38-$30.35

About CommunityServices

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

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

About theRole

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

WhatYou’ll Do

Administrative& Executive Support

• Manages the ExecutiveDirector’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, recordsnotes and action items.
• Plans, organizes, andhosts internal events for staff, volunteers, and clients.
• Maintains and updatesBCeID business accounts, ensuring user access and account information remaincurrent.
• Drafts, edits, anddistributes written communications, including responding to emails and othercorrespondence.
• Works proactively with theExecutive Director to keep them informed of priorities, deadlines, andresponsibilities.
• Oversees special projectsas delegated by the Executive Director and provides general administrative andoffice support as needed.
• Compiles, maintains, anddistributes program-related documents and reference materials.
• Conducts policy researchand literature reviews; prepares memos and briefs on key program areas.
• Ensures organizationalpolicies are current and accessible via the public folder.
• Assists with preparationof administrative and expense reports.
• Composes and preparesconfidential correspondence; arranges travel, itineraries, and meetingmaterials.
• Maintains a high level ofurgency, diplomacy, and professionalism when managing requests.
• Assists in compilingdocumentation for grant and funding applications.
• Supports the developmentand finalization of the Business Improvement Plan.
• Creates and distributesSLT (Senior Leadership Team) meeting packages and takes minutes as needed.

BoardSupport

• Acts as liaison to theBoard of Directors, providing administrative support including scheduling, andfile organization.
• Communicates on behalf ofthe Executive Director with Board members and staff regarding programinitiatives.
• Maintains strictconfidentiality and professionalism in all interactions with the Board.
• Ensures compliance withbylaws and regulatory requirements, including timely preparation anddistribution of meeting materials.
• Manages all registryfilings such as bylaw changes and annual society reports.
• Prepares monthly boardpackages and takes meeting minutes.
• Assists in the creationand annual update of the Board Manual.

What YouBring

• Post-secondary degree,certificate, or diploma in a related field, or an equivalent combination oftraining and experience.
• 2–3 years of experienceproviding administrative support to executives, preferably in a non-profitorganization.
• Forward-thinkingindividual who actively seeks opportunities and proposes solutions, with strongdecision-making capabilities.
• Demonstrated ability toexercise good judgment in a variety of situations.
• Excellent written andverbal communication skills, along with strong administrative andorganizational abilities.
• Proficient in MicrosoftOffice (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat.
• Familiarity with webplatforms and the ability to organize and facilitate virtual meetings andwebinars via Zoom, MS Teams, etc.
• Proven ability to workindependently on projects from conception to completion, while handling a widerange of activities and confidential matters with discretion.
• Exceptional organizationalskills, with the ability to prioritize and manage multiple tasks with strongattention to detail.
• Strong interpersonalskills and the ability to build effective relationships with a diverse range ofstakeholders, including staff, board members, external partners, and donors.
• Experience working withdiverse populations.
• Ability to work withminimal supervision.

Why Join Our Team?

• Competitive and Transparent Compensation: We value fairness andclarity in our wages.
• Comprehensive Benefits: Employer covers 100% of health benefits and 75%of long-term disability premiums.
• Secure Your Future: Enjoy employer contributions to the MunicipalPension 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 professionaldesignations 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

• AClass 5 driver’s license is preferred to travel attend meetings and eventsacross the coast.
• Flexibilityto work occasional weekends and evenings.
• CriminalRecord Check (CRC) clearance is required for working with vulnerablepopulations.

How to Apply:

Please provideyour resume and cover letter as part of your application for this role. Visitour career page for moreopportunities.

We arecommitted 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 thebasis of race, religion, color, national origin, gender, sexual orientation,age, marital status, veteran status, or disability status.”