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We are hiring an Executive Assistant for our Vancouver client. Our client, a non-profit organization, is on a mission to transform and preserve the provincial parks system. If you’re a highly organized, experienced Executive Assistant with prior experience supporting C-level executives and a Board of Directors, look no further! This is a busy EA role and a busy Board; you’ll have lots to do and get to work with a dynamic team in a positive, values-driven environment. This role is 5 days in office with occasional flexibility if the executive is travelling.
About Our Client
Our client is a not-for-profit organization responsible for enhancing and sustaining the provincial parks system, which includes thousands of parks and hosts millions of visitors every year. They’ve been growing steadily over the last few years, making great strides in their goal to create a top-notch network of parks.
About the Opportunity
The Executive Assistant will directly support the CEO, the Board of Directors, and sub-committees. Responsibilities will include managing schedules and calendars, prioritizing and managing email inboxes, travel coordination, and acting as the first point of contact for the executive’s office. The Executive Assistant will support the Board of Directors with complex scheduling, occasional travel arrangements, and meeting materials. Preparing meeting agendas, attending and taking meeting minutes and minute distribution, and following up on action items for quarterly meetings, in addition to any venue organization and catering, are all managed by the Executive Assistant. This position is fully in office, however, there is occasional flexibility depending on the executive’s calendar. To be successful in this role, you’ll need to be a master communicator, highly organized and bring strong business acumen, and be ready to step in and represent the CEO’s office when needed.
About the Position
- Coordinate schedules and manage a complex calendar, ensuring effective allocation of time, clear priorities, and timely completion of deliverables and goals.
- Manage and prioritize incoming emails, correspondence, and requests; flag urgent items and ensure appropriate follow-up, responding on behalf of leadership when suitable.
- Facilitate clear, timely communication with internal and external stakeholders, providing support in navigating high-pressure or sensitive communication needs.
- Plan and coordinate events, arrange travel, and perform related administrative duties.
- Plan and manage all board and committee meetings and the annual retreat, including agendas, materials, logistics, and travel.
- Onboard new board members and support recognition for departing members.
- Record and maintain meeting minutes and related documentation.
- Track follow-up actions and decisions to ensure accountability.
- Monitor governance responsibilities for the chair, board, and committees.
- Oversee required board filings and regulatory submissions.
Requirements
- 5+ years of experience as an Executive Assistant supporting C-suite leaders.
- Must have experience supporting a Board of Directors.
- Post-secondary education in Business Administration or a related field.
- Proven ability to anticipate needs.
- Excellent communication skills and business writing abilities.
- Strong MS Office skills and prior experience in proofreading, formatting, and organizing presentations.
- Prior experience managing an executive’s email inbox.
- Must be able to meet deadlines.
- Experience delivering presentations to stakeholders.
Compensation
- Annual salary range is $80,000 – $100,000.
- 4 weeks vacation to start.
- RSP matching.
- Competitive medical and dental benefits.
- Health spending account.
At Aplin — together with our brands CompuStaff and Impact Recruitment — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.