Executive Assistant

• Serves as a trusted partner to the President & CEO, providing proactive, comprehensive executive support across strategic, operational, governance, and external leadership responsibilities.
• Manages the CEO's complex and dynamic calendar, proactively prioritizing competing demands and ensuring time and attention are aligned with the Foundation's strategic objectives.
• Anticipates the CEO's needs by maintaining awareness of organizational priorities, upcoming commitments, key relationships, and emerging issues, identifying opportunities to address challenges before they arise.
• Maintains oversight of the CEO's priorities, commitments, decisions, and follow-up activities, ensuring actions progress and deadlines are met.
• Acts as a central coordination point for the Office of the President & CEO, facilitating effective communication and information flow with the ELT, Board of Directors, Foundation staff, Fraser Health leadership, donors, government representatives, and community partners.
• Prepares and coordinates briefing materials, reports, presentations, correspondence, and background information, ensuring the CEO is well informed and prepared for meetings, events, and decision-making.
• Screens, prioritizes, and manages incoming communications, exercising judgment in determining urgency, appropriate responses, and matters requiring the CEO's attention.
• Provides regular updates to the CEO on outstanding commitments, upcoming priorities, emerging issues, and matters requiring decisions or follow-up.
• Drafts, edits, and proofreads executive correspondence and communications on behalf of the CEO, ensuring accuracy, professionalism, and alignment with organizational messaging and the CEO's voice.
• Conducts research, synthesizes information, and prepares briefing notes, summaries, and recommendations to support executive planning and decision-making.
• Coordinates executive meetings, travel, events, and stakeholder engagements, ensuring logistics, preparation, and follow-through are effectively managed.
• Maintains accurate records of executive contacts, stakeholder interactions, meeting outcomes, and commitments within Foundation systems.
• Facilitates and tracks approvals, signatures, agreements, contracts, cheques, and other organizational documents requiring executive attention.
• Prepares, reconciles, and submits executive expense reports, ensuring accuracy, compliance, and timely processing.
• Exercises sound judgment, discretion, and professionalism in managing confidential, sensitive, and privileged information.

• Supports the President & CEO in their leadership and oversight of the Executive Leadership Team, helping maintain alignment, coordination, and accountability across organizational priorities.
• Coordinates ELT meetings on behalf of the CEO, including agenda development, meeting preparation, documentation of decisions, and tracking of action items and commitments.
• Maintains visibility on key initiatives, deadlines, and deliverables arising from ELT discussions, providing the CEO with timely updates on progress and outstanding matters.
• Facilitates information flow between the CEO and executive leaders to support informed decision-making, collaboration, and effective execution of organizational priorities.
• Supports the coordination of executive planning sessions, strategic discussions, leadership retreats, and organizational planning activities led by the CEO.
• Identifies gaps in follow-through, competing priorities, or emerging issues and brings these forward to the CEO as appropriate.
• Works collaboratively with members of the ELT to obtain information, coordinate activities, and support initiatives directed by the CEO, while maintaining clear accountability to the Office of the President & CEO.

• Serves as the primary liaison between the President & CEO and the Board of Directors, supporting effective communication, strong relationships, and sound governance practices.
• Coordinates Board and Committee meeting schedules, logistics, agendas, and supporting materials in accordance with governance requirements and established timelines.
• Works with the CEO, Board Chair, Committee Chairs, and organizational leadership to coordinate the preparation, review, and timely distribution of Board and Committee packages.
• Attends Board and Committee meetings as required, recording accurate minutes, documenting decisions and resolutions, and tracking action items.
• Maintains official corporate and governance records, including bylaws, policies, minutes, resolutions, Board and Committee membership records, and governance documentation.
• Maintains and administers the Foundation's Board governance management system, ensuring materials, records, and meeting workflows are accurate, organized, accessible, and appropriately confidential.
• Monitors Board and Committee action items, governance deadlines, resolutions, and annual requirements, ensuring timely follow-up and completion.
• Coordinates Board recruitment, orientation, onboarding, education, and governance development activities in collaboration with the CEO and Nominating & Governance Committee.
• Leads the administrative coordination of the Annual General Meeting, Board retreats, and other special governance meetings and events.
• Supports the CEO and Board Chair in maintaining effective governance processes, advancing Board priorities, and strengthening Board engagement.
• Exercises discretion and sound judgment when managing confidential Board matters and sensitive governance information.

• Coordinates strategic initiatives and special projects led or sponsored by the President & CEO, ensuring effective planning, organization, and follow-through.
• Maintains project trackers, timelines, deliverables, milestones, and action items to support accountability and timely execution.
• Works with internal and external stakeholders to coordinate activities, gather information, and support progress against established objectives.
• Prepares project documentation, briefing notes, status updates, and presentations to support the CEO's oversight and decision-making.
• Proactively identifies outstanding actions, potential delays, competing demands, and opportunities to improve coordination, bringing forward recommended solutions.
• Supports the coordination of cross-functional initiatives, ensuring responsibilities, next steps, and timelines are clearly documented and communicated.
• Identifies opportunities to strengthen systems, workflows, and processes within the Office of the President & CEO to improve efficiency and organizational effectiveness.

• Bachelor’s degree in business administration, communications, or a related field and/or equivalent work experience.
• Minimum eight years of progressive experience providing senior-level executive support, ideally including direct support to a President & CEO or comparable senior executive.
• Demonstrated experience working as a trusted partner to senior leadership in a complex, dynamic organization.
• Experience supporting a Board of Directors and Board committees, including governance administration, meeting coordination, minute-taking, and maintaining official records.
• Strong understanding of corporate governance practices, including bylaws, policies, Board procedures, and confidentiality requirements.
• Exceptional organizational, planning, and time-management skills, with demonstrated ability to manage competing priorities and anticipate future needs.
• Demonstrated ability to take initiative, work independently, exercise sound judgment, and proactively manage commitments and follow-through.
• Strong written and verbal communication skills, including the ability to prepare polished executive correspondence, briefing materials, reports, and presentations.
• Strong interpersonal and relationship-management skills, with the confidence and professionalism to engage with senior executives, Board members, donors, government representatives, and community stakeholders.
• Demonstrated ability to manage highly confidential and sensitive information with discretion, diplomacy, and integrity.
• Experience coordinating executive leadership meetings, strategic initiatives, and organizational planning activities.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, along with experience using project tracking and collaboration tools.
• Strong attention to detail, sound problem-solving skills, and the ability to identify issues and recommend practical solutions.
• Adaptability, resilience, and the ability to remain organized and effective in a fast-paced environment with changing priorities.
• A collaborative and service-oriented approach, combined with the confidence to manage priorities, establish appropriate boundaries, and maintain accountability.

• Experience supporting a President & CEO in a healthcare, charitable, or non-profit organization.
• Familiarity with healthcare systems, philanthropy, donor relations, and community partnerships.
• Experience with Raiser's Edge or comparable constituent relationship management systems.
• Experience with BoardEffect or similar governance management software.
• Experience supporting government relations, external stakeholder engagement, or multi-partner strategic initiatives.

• Is consistently thinking ahead, anticipating what the CEO will need rather than waiting for direction.
• Understands the CEO's priorities and ensures time, preparation, and follow-through are aligned accordingly.
• Maintains a clear view of outstanding commitments and proactively helps move work forward.
• Recognizes when matters require the CEO's attention and when they can be addressed independently within established authority.
• Builds trusted relationships across the organization while maintaining appropriate boundaries and accountability to the CEO.
• Helps create greater capacity for the CEO to focus on leadership, strategic relationships, and advancing the Foundation's mission.

• A competitive salary commensurate with your experience, qualifications, and skills;
• Comprehensive benefits coverage, including extended health, dental, disability and life insurance;
• A supportive and collaborative workplace culture, with opportunities for professional growth and development;
• Participation in the British Columbia Municipal Pension Plan (MPP);
• Flexible work arrangements, including the option to work from home one day every other week;
• One paid wellness day per quarter, plus a wellness allowance to support your physical, mental, an emotional well-being;
• Additional time off through our optional nine-day fortnight program, providing every other Friday off (up to 26 additional days per year) and;
• Four weeks of vacation to start.

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