Executive Assistant

SHARE Family & Community Services • Port Coquitlam, BC

5d • $70,000 - $70,000 • Onsite

About The Position

SHARE Family & Community Services is seeking a proactive and dependable Executive Assistant to support their CEO. This role is described as more than an administrative position, but an opportunity to be a key partner in advancing an organization that makes a meaningful difference in the community. The organization focuses on connecting, engaging, and strengthening individuals and families, and its sister society, 43 Housing, provides affordable housing.

The Executive Assistant will be responsible for supporting the CEO in various areas including executive support and calendar management, board of directors and governance liaison, administrative, operational and project support, and stakeholder engagement and strategic liaison. The ideal candidate will be highly organized, trusted, thrive in a fast-paced environment, and take pride in keeping leaders focused. They should excel in roles requiring sound judgment, confidentiality, and a high degree of discretion.

Requirements

• A relevant degree or diploma program in Business Administration or a related field.
• Minimum of 3 years of experience in an executive-level administrative role.
• Strong understanding of non-profit Board governance, structures, and administrative processes.
• Excellent verbal and written communication skills, with strong business writing ability.
• Highly developed analytical and problem-solving skills, with the ability to exercise sound judgement, prioritize effectively, and manage complex administrative matters with discretion.
• Advanced proficiency in Microsoft Office Suite and Adobe applications.
• High level of professionalism, diplomacy, and strict commitment to confidentiality, particularly regarding sensitive organizational, personnel, and labour relations matters.
• Ability to remain composed under pressure and manage competing priorities in a dynamic, multi-site environment.
• Flexibility to support key organizational events (e.g., AGM, Board meetings) and work outside regular business hours as required.

Nice To Haves

• Experience in the social services/non-profit sector is an asset.
• Multilingual skills and multicultural competence are assets.

Responsibilities

• Act as a proactive gatekeeper, managing the flow of information, optimizing calendar schedule, filtering meeting requests, and keeping CEO apprised of critical issues and activities.
• Prepare briefing materials, agendas, presentations, and background research for internal and external meetings to ensure the CEO is fully prepared.
• Manage incoming correspondence (email, phone, mail) on behalf of the CEO, drafting responses, prioritizing inquiries, and redirecting matters to appropriate department directors.
• Coordinate the preparation of Board packages, ensuring they are distributed to members and uploaded to the Board portal well in advance of meetings.
• Record accurate minutes for monthly Board meetings, biweekly Senior Leadership Team meetings, biweekly Director-CEO meetings, and other committee sessions as required; ensure timely distribution of records.
• Act as the primary administrative liaison for the Board of Directors, ensuring consistent, professional communication and collaboration with internal and external individuals at all levels.
• Act as a liaison between the CEO’s office and the leadership team to ensure project alignment and monitor progress on critical organizational deliverables.
• Perform a range of administrative and clerical duties involving sensitive/confidential material for the CEO, senior management, and the Board of Directors.
• Assist with the upkeep of the agency website as needed; provide planning, coordination, and in-person support for agency stakeholder events (e.g., Annual General Meeting, donor/volunteer appreciation events).
• Actively participate in assigned agency committees to support broader organizational goals and ensure alignment with the CEO’s office.
• Serve as a primary point of contact for key partners and high-level donors, ensuring consistent and professional engagement that aligns with the CEO’s priorities.
• Orchestrate the flow of information regarding high-stakes meetings, board sessions, and exclusive events, ensuring all parties are briefed and prepared.
• Proactively manage outreach and follow-up with external stakeholders to cultivate long-term partnerships and organizational goodwill.

Benefits

• Salary: $70,000 per year.
• 4 weeks of annual paid time off to recharge, plus all BC statutory holidays, plus an additional 2 paid days for Easter Monday and Boxing Day.
• Enrollment in the Municipal Pension Plan (MPP).
• 100% employer-paid health, dental, life, and long-term disability.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree