Executive Assistant

We are looking for a highly organized Executive Assistant to provide senior-level support within an education-focused environment in Vancouver, British Columbia. This Contract position will manage complex administrative activities, coordinate executive priorities, and help maintain efficient operations for a busy academic office. The successful candidate will bring sound judgement, professionalism, and the ability to handle confidential matters while working effectively with leaders, colleagues, and stakeholders.

Responsibilities:

• Manage and prioritize incoming requests for the executive office, responding directly where appropriate and directing matters to the right contacts for timely follow-up.

• Oversee a demanding executive calendar by arranging meetings, resolving scheduling conflicts, securing rooms or virtual meeting tools, and ensuring time is used effectively.

• Provide full administrative coordination for meetings and committees, including preparing agendas and materials, recording accurate minutes, and monitoring completion of action items.

• Support the planning and delivery of events such as receptions, conferences, and special meetings, ensuring logistics are organized and executed smoothly.

• Track departmental budgets and spending, assist with expense claims and invoice processing, and liaise with finance teams to support accurate financial administration.

• Draft, edit, and format confidential correspondence, reports, memoranda, and other business documents with a high level of accuracy and professionalism.

• Prepare presentation materials, briefing packages, and documents using Microsoft 365 applications, SharePoint, and related digital tools.

• Assist with travel coordination, document scanning, and general executive support tasks that contribute to the smooth operation of the office.