Executive Assistant (to the CEO) (Newton)
Leading
Key Duties and Responsibilities:
This position requires strong judgment, professionalism, discretion, and a deep commitment to the values and cultural principles of the Métis community
The following are some of the daily activities that the Executive Assistant will need to perform in this position:
Executive Administrative Support
- Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, travel, and events.
- Screen, prioritize, and respond to incoming communications (emails, calls, correspondence).
- Prepare, edit, and format high-level documents, reports, presentations, and briefings for internal and external audiences.
- Maintain organized filing systems—digital and physical—ensuring confidentiality and compliance with GCS policies.
- Anticipate the CEO’s needs and proactively identify solutions, information, or actions required.
- Prepare speaking notes, key messages, and communication briefs for CEO engagements.
- Support confidential CEO HR tasks such as scheduling performance reviews or leadership-team meetings.
- Track and support CEO commitments to funders, partner agencies, and government bodies.
Board & Governance Support
- Assist the CEO with Board of Directors communications, scheduling, and meeting logistics.
- Prepare, compile, and distribute Board packages, agendas, and minutes.
- Track Board follow-up items and support timely completion of action items.
- Maintain governance records in accordance with legal and organizational requirements.
- Develop and maintain the annual Board calendar, including regular meetings, AGMs, and committee meetings.
- Support governance committees by preparing materials and tracking action items.
Organizational Coordination
- Support cross-department coordination on behalf of the CEO to ensure strategic initiatives move forward.
- Help prepare materials for senior leadership team meetings; track action items and follow-ups.
- Coordinate internal communications from the CEO’s office to staff, partners, and external stakeholders.
- Assist with workflow management, including prioritization of projects, deadlines, and deliverables.
- Support the organization’s participation in events, community activities, and partnership meetings.
- Support organizational communications in collaboration with HR department.
Project, Research & Strategic Support
- Conduct research and compile background information to support CEO decision-making.
- Assist in monitoring progress on strategic plans, funding initiatives, and organizational commitments.
- Draft correspondence, briefing notes, and reports for the CEO.
- Support special projects as assigned, ensuring timelines and quality standards are met.
Office & Meeting Management
- Organize and oversee meeting logistics: room bookings, agenda development, minute-taking, materials preparation.
- Coordinate travel itineraries, hotel accommodations, conference registrations, and expense claims.
- Serve as a professional representative of the CEO at meetings, events, and engagements as needed.
- Maintain office supplies, technology needs, and organizational files relating to the CEO’s office.
Qualifications, Education and Experience:
In order to be considered for this position, your application must clearly demonstrate how you meet the education and experience as outlined below:
- Bachelor’s degree in business administration, communications, or a related field is preferred. May consider a diploma in similar disciplines with significant work experience.
- 5+ years of experience providing executive-level support, preferably in a non profit setting.
- Experience working within non-profit, government, or social services sectors is an asset.
- Experience in a unionized environment.
- Criminal Record Check with Vulnerable Sector Search required.
- Valid BC driver’s licence and access to reliable transportation.
Job Skills and Abilities:
- Knowledge of board governance practices, with demonstrated familiarity in bylaws, policies, and board procedures.
- Experience coordinating executive leadership needs, including scheduling, project tracking, and facilitating cross-functional collaboration.
- Exceptional organizational and time-management skills, with the ability to prioritize and manage multiple tasks and deadlines effectively.
- Excellent written and verbal communication skills, with robust attention to detail.
- Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with project management tools and board software.
- High level of discretion and professionalism in handling confidential and sensitive information.
- Strong interpersonal skills, with the ability to work effectively with diverse groups of people.
- Demonstrated ability to work both independently and collaboratively in a fast-paced environment.
- Adaptable and flexible, with a proactive approach to changing priorities and deadlines.
- Ability to manage s
