Executive Team Assistant

John Howard Society of Okanagan & Kootenay; Kelowna; On-site; CAD 50,000 - 65,000; Full time

Job summary

A community support organization in Kelowna seeks an Executive Team Assistant to provide high-level administrative support to the CEO and Leadership Team. This role includes responsibilities for project tracking, communication management, and Board support. Candidates should have a post-secondary education and at least 2 years of relevant experience in a nonprofit setting. Strong communication and organizational skills are essential for success in this role.

Qualifications

• Minimum of 2 years of progressive administrative or Executive Assistant experience.
• Experience in nonprofit or similar environments preferred.
• Ability to work with individuals from diverse circumstances.

Responsibilities

• Provide administrative support to the Board of Directors.
• Assist the CEO in organizing and tracking projects.
• Maintain files and databases, and ensure policy compliance.

Skills

Microsoft Office Suite proficiency

Data management and reporting

Exceptional communication skills

Organization and detail orientation

Education

Post-secondary education in Business Administration or related field

Job description

Position Overview

We’re looking for a proactive, supportive, and engaging people-person who thrives when assisting our leadership. If you value impactful work and a positive, inclusive culture, we’d love to for you to apply!

The Executive Team Assistant provides high-level administrative and compliance support to the Chief Executive Officer and Senior Leadership Team, ensuring the smooth, professional, and efficient operation of the Leadership Office. This role handles complex, time-sensitive, and confidential tasks with minimal direction, consistently anticipating needs and creating proactive solutions. Acting as a primary liaison for the CEO, the Executive Team Assistant organizes and tracks projects, prepares executive-level communications and reports, and supports continuous improvement across administrative processes.

Key Responsibilities

Board & Governance Support

• Provide administrative support to the Board of Directors, including meeting coordination, agenda preparation, policy maintenance, and director communications.
• Manage new board member applications and coordinate onboarding.

Executive Support to the CEO

• Organize and track CEO projects, files, calendars, and communications.
• Draft and edit sensitive correspondence, media releases, and stakeholder communications.
• Support internal communications and special announcements.
• Prepare travel arrangements and assist with public relations activities.
• Review and support RFP submissions to ensure quality and accuracy.

Senior Leadership & Organizational Support

• Provide administrative and compliance support for time-sensitive initiatives.
• Collect, organize, and analyze data to prepare reports, graphs, and presentations.
• Standardize documents and prepare briefs and reports for internal and external use.
• Respond to policy and practice inquiries on behalf of senior management.

General Administration & Compliance

• Maintain digital and physical file systems, databases, and tracking tools.
• Support development and implementation of administrative processes, policies, and manuals.
• Anticipate administrative needs and help resolve emerging issues.
• Assist with daily operations planning and support policy compliance.
• Maintain the organization’s website.
• Lead accreditation communications, coordination, and monitoring.

Health & Safety

• Support a safe work environment and respond to emergent health & safety issues.
• Report concerns to management and follow established protocols.

Other duties as assigned by the CEO or Manager of Finance and Administration.

Acknowledgement

John Howard Society of Okanagan & Kootenay is an equal opportunity employer. All applicants will have the opportunity to be considered for employment without regard to their race, colour, ancestry, place of origin, religion, physical or mental disability, sex, sexual orientation, or any other characteristic protected by law.

We thank all applicants for their interest, however, only shortlisted candidates and those eligible to work in Canada will be contacted.

Education and Experience

• Post-secondary education in Business Administration, Office Administration, or a related field.
• Minimum of 2 years of progressive administrative or EA experience, preferably in nonprofit or similar environments.
• Experience within accredited organizations is an asset.

Technical Skills

• Intermediate proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams).
• Ability to learn and use additional organizational platforms and systems.
• Strong data management, reporting, and presentation skills.

Core Competencies

• Exceptional written and verbal communication; produces polished, executive-quality materials.
• Strong organization, attention to detail, and the ability to manage competing deadlines.
• Advanced judgment, anticipatory thinking, and proactive prioritization.
• Critical thinking with the ability to offer recommendations and clear next steps.
• High professionalism, confidentiality, and independent work ethic.
• Strong collaboration skills and a continuous improvement mindset.

Conditions of Hire

• Clear a Criminal Record Check (including Vulnerable Sector).
• Ability to work with individuals from diverse circumstances, including those experiencing homelessness, mental illness, or addiction.
• Completion of HSABC “Introduction to Homelessness Service Sector” training within 30 days of hire.
• Ability to perform extended periods of desk-based work and precision-focused reporting tasks.