Executive Assistant

Overview

Our client, a mission-driven organization serving the Vancouver community, is seeking an experienced Executive Assistant to provide high-level, confidential support to executive leadership and a governing board. This role is ideal for a polished administrative professional who excels in executive coordination and board support.

Key Responsibilities

• Provide direct administrative support to the Executive Director and Board, including calendar management, scheduling, and meeting coordination
• Manage all aspects of board and committee meetings: agendas, packets, minutes, communications, and logistics
• Draft, edit, and distribute executive correspondence, reports, and public-facing documents
• Serve as a liaison between executives, board members, internal teams, and external vendors/contractors
• Support procurement and contracting processes, including creating purchase orders, obtaining vendor and contractor quotes, and assisting with vendor setup in the accounting system
• Communicate with vendors and contractors to gather required documentation, including backup for rate increases and project-related materials
• Ensure contractor compliance requirements are met, including verifying registration in MRSC and confirming intent filings prior to project start
• Assist with receiving shipments and coordinating delivery logistics as needed
• Maintain organized digital filing systems, including document management, archiving, and coordinating scanning of files and drawings into PDF format
• Perform data entry and maintain accurate records across administrative and financial systems
• Schedule and coordinate facilities-related appointments and maintain Facilities calendars
• Support special projects and provide general administrative assistance as directed

Qualifications

• 3+ years of executive or senior administrative experience (board support preferred)
• Advanced proficiency in MS Office, Google Workspace, and meeting management tools
• Excellent writing, organizational, and communication skills
• Proven ability to manage sensitive information with discretion and professionalism
• Bachelor’s degree or equivalent experience

60,000 - 65,000

Please email your resume for immediate consideration.

Tia McKeen, Senior Managing Director - Staffing

Timing is everything. Whether you are aggressively in a job search or simply passive for the ideal position, we would like to have the chance to share our opportunities with you. We specialize in placement for accounting and finance professionals. Many of our positions are not posted on the internet. Please contact me for more information about this role as well as other opportunities.

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