Executive Assistant and Board Secretariat

Executive Assistant and Board Secretariat

Position overview The executive assistant and board secretariat provides strategic administrative and governance support to the CEO and Board of Directors. The role is responsible for ensuring the efficient coordination of executive operations, supporting effective governance practices, strengthening organizational processes, and contributing to the smooth day-to-day functioning of Safe Care BC. The position acts as a […]

The executive assistant and board secretariat provides strategic administrative and governance support to the CEO and Board of Directors. The role is responsible for ensuring the efficient coordination of executive operations, supporting effective governance practices, strengthening organizational processes, and contributing to the smooth day-to-day functioning of Safe Care BC. The position acts as a trusted partner to the CEO and regularly exercises discretion, sound judgment, and a high degree of confidentiality.

Acts as a trusted partner to the CEO by anticipating needs, managing competing priorities, exercising sound judgment, and proactively identifying opportunities to improve executive effectiveness.

Include:

• CEO calendar management
• Meeting preparation
• Briefing materials
• Action tracking
• Confidential support

Experience supporting a Board of Directors or senior executive team, including governance processes, agenda preparation, minute taking, and maintaining confidential governance records.

• Coordinate all Board, Executive Committee and committee meetings.
• Prepare agendas and board packages.
• Maintain governance records.
• Record and distribute minutes.
• Coordinate AGM.
• Support Board evaluations and recruitment.
• Maintain governance calendar.
• Ensure compliance with the Societies Act and bylaws.

• Office coordination
• Document management
• Administrative procedures

Supports organizational initiatives sponsored by the CEO

• Coordinating projects
• Tracking milestones
• Preparing progress reports
• Researching information
• Following up on action items arising from executive and Board decisions.

Supports the effective use of organizational technology including Microsoft 365, Teams, SharePoint, virtual meeting platforms, electronic document management, AI-enabled productivity tools, and other business systems. Provides first-line administrative support for these systems and identifies opportunities to improve efficiency through technology.

• Reviews administrative processes and recommends improvements.
• Develops templates and standardized processes.
• Documents procedures.
• Supports organizational quality improvement initiatives.

• Microsoft 365
• Teams
• Share Point
• Outlook
• Zoom
• Board management software
• AI productivity tools
• CRM systems

• Planning and organizing
• Communication
• Relationship building
• Judgment and discretion
• Digital literacy
• Initiative

• Strong written and verbal communication skills.
• Able to work independently while contributing effectively within a collaborative team.
• A willingness to pitch in wherever needed to support the team.

• Has a high level of attention to detail and accuracy.
• Has excellent organizational and time management skills with the ability to manage multiple priorities.

• A proactive,solutions-focused mindset.
• Sound judgement and the ability to adapt when plans change.
• Curiosity, initiative, and a desire to continuously improve how work gets done.

Diploma or degree in business administration, public administration, office administration or a related discipline, or an equivalent combination of education and experience.

• $80,000 - $90,000 per year
• Safe and healthy organizational culture
• Health benefit plan with tele-health
• Meaningful work with the opportunity to contribute to positive change
• Professional development support and growth opportunities within learning and development
• A great team atmosphere and people-first culture
  
  Hybrid work environment
• Opportunity to travel within the province

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To empower workplaces that provide care to create a culture of safety through evidence-based education, advocacy for safer workplaces, leadership, and collaboration