Director of Executive Operations

YBC•New Westminster, BC

14h•Hybrid

About The Position

The Director of Executive Operations (DEO) acts as a high-impact partner to the CEO and the Executive Leadership Team (ELT), ensuring the CEO and ELT operate at peak efficiency. This role is responsible for optimizing executive workflows, managing complex information flows, and orchestrating key executive meetings, ensuring that high-priority initiatives remain aligned and on track.

Requirements

7–10+ years of progressive experience in executive operations, management consulting, or a high-level administrative role supporting executives.
Exceptional verbal and written communication skills, with experience crafting communications on behalf of executives.
Superior organizational skills with the ability to manage complex scheduling and information flows under tight deadlines.
Proficiency with Microsoft Office Suite, and experience with Software project management (eg Asana) and AI tools to accelerate work product is a plus.
High level of discretion, professionalism, and the ability to maintain confidentiality.
Bachelor's degree in business administration or related field.
Experience in a fast-paced environment
Successful candidate will be required to provide 3 satisfactory references
Successful candidates will be required to provide a current and satisfactory Criminal Record check with a Vulnerable sector search issued no longer than six (6) months preceding the start date.

Nice To Haves

experience with Software project management (eg Asana) and AI tools to accelerate work product is a plus.

Responsibilities

As ELT’s ‘master scheduler’, optimize executive workflows by designing and implementing systems that increase efficiency for the ELT.
Manage incoming information, ensuring timely delivery of briefed materials and reports to the executive team.
Build data architecture for digital filing of materials and maintain these shared files for CEO and executive team to utilize (Microsoft SharePoint and Teams)
Act as a gatekeeper and strategic advisor, distilling complex information into actionable summaries.
Implement productivity tools to enhance executive team effectiveness and reduce cognitive load.
Own the executive "operating system," managing the cadence of leadership meetings, Senior Leadership forums, and offsites. NOTE: This role may also back up, when necessary, the Director, Board Governance Operations, who provides similar support to YMCA BC’s 3 Boards of Directors.
Develop agendas, manage meeting preparations, ensure appropriate attendees, and guarantee clear follow-through on action items.
Oversee high-level administrative functions and manage executive support, including the day to day management of the CEO’s agenda
Ensure adherence to internal policies, compliance, and risk management at the senior management level.
Oversee the support for the Association Services team at Royal Avenue head office, ensuring that the decentralized shared-task systems are in place for daily functions (mail, kitchen, supplies)