Executive Assistant

3 weeks ago

Burnaby, British Columbia, Canada Midwives Association of British Columbia Full time

Midwives Association of BC

The Midwives Association of British Columbia (MABC) is the professional non-profit association representing midwives in BC. The Association works to sustain the midwifery profession through advocacy, ongoing development, and enhancement of its services, positioning midwives as primary care providers.

The MABC collaborates with its 400+ members to support the profession in delivering the highest level of perinatal and sexual health care, through access to education and resources to improve and sustain midwifery services.

Join us in our mission at MABC to make a meaningful impact on the lives of midwives practicing in BC Midwives support parents and life-givers as they nurture precious infants both inside and outside the womb. We are currently hiring for two Program Coordinator positions to support our growing initiatives. If you're passionate about making a difference and want to contribute to the midwifery profession, we'd love to hear from you

Executive Assistant

Reporting directly to the MABC Strategic Officer, the Executive Assistant will provide comprehensive, high-level administrative support to both the Strategic Department and the Strategic Officer. This role is essential in ensuring the smooth operation and coordination of all departmental initiatives. The successful candidate will be a proactive, detail-oriented professional with excellent organizational and communication skills, capable of managing confidential and complex information.

Main Responsibilities:

Committee and Contract Support:

  •  Provide comprehensive administrative support for all departmental committees, including provincial contract negotiation meetings. This support includes scheduling, member communications, documentation, agenda preparation, minute-taking, follow-up on action items, and ensuring accurate record-keeping.

Documentation and Communication Support:

  • Prepare and send standard, simple communications and documentation as required. Draft more complex messages and documentation for review and approval on behalf of the Strategic Officer and follow up as needed.
  • Facilitate communication between the Executive Team and internal/external stakeholders, acting as a gatekeeper and directing inquiries as appropriate, triaging calls, emails, and correspondence. Act as a liaison as directed.
  • Develop procedural documentation and information related to the executive assistant role.

Meeting Coordination:

  • Organize and attend meetings, take minutes where applicable, record action items, determine the appropriate level of documentation (e.g., formal minutes, informal minutes, or summary notes), ensure minutes are clear and aligned with meeting objectives, prepare all meeting materials, and create briefing packages with relevant summaries, discussion points, reference documents, data, and key decisions for informed for decision-making.

Administrative Support:

  • Proactively manage the team calendars, ensuring all meetings and appointments are well-organized and agendas and reference documents are prepared in advance.
  •  Arrange flights, accommodations, transportation, and create itineraries.
  • Compile background info and reports to support strategic discussions.
  • Manage team expense reimbursements
  •  Create and maintain administrative lists and information, such as key contact lists, committee lists, regular collaboration tables, and external organizational charts.
  •  Produce presentation materials and decks, along with executive summaries and reports.
  • Maintain and organize important documents and records in SharePoint, including structured data management, version control, and compliance tracking.

Other Tasks:

  • Perform other tasks or activities as directed by the Strategic Officer.

Main Qualifications:

  • Bachelor's degree in Business Administration, Communications, or a related field, or an equivalent combination of education, training, and experience is required.
  • Minimum of five (5) years of progressive administrative experience in a fast-paced environment is required.
  • Previous experience in a healthcare or a not-for-profit organization is an asset.
  • Excellent written and oral communication skills.
  • Advanced computer software skills in Microsoft Office suite (e.g., Excel, Word, Outlook, Forms, SharePoint) and virtual environment are required.
  • Ability to work independently to drive tangible results.
  • Demonstrated time management skills.
  • Excellent organization, planning, and prioritization skills and good judgment necessary to coordinate many interdependent activities.
  • Professional tact and diplomacy, and confidentiality are required.
  • Ability to work well in a dynamic and highly motivated team.
  • Strong attention to detail with high levels of accuracy.
  • Efficiently manage multiple tasks, competing priorities, and deadlines in a fast-changing environment

What We Have to Offer:

  • A full-time permanent Hybrid position (3 months probationary period requires on-site attendance).
  • Comprehensive benefits package (salary range of $65,000 – $70,000), with 3 weeks paid vacation and generous sick/wellness time off to support the full scope of employee wellbeing.
  • Opportunities for professional development and career advancement.
  • A supportive, positive, and engaging environment with a flexible and lifestyle-friendly atmosphere and opportunities for training and development.
  • Extended health and dental benefits.

Generous GRSP.

How To Apply

MABC hires based on merit is strongly committed to equity and diversity and provides a welcoming and inclusive workplace. We especially welcome applications from Indigenous persons, visible minority group members, women, persons with disabilities, people of all sexual orientations and genders, and others with the skills and knowledge to engage with diverse communities productively.

If you are passionate about making a positive impact and possess the skills to communicate our mission effectively, we encourage you to apply for the Executive Assistant position with your resume and cover letter at  Join us in our commitment to creating positive change in Midwifery.

Please be advised that only shortlisted candidates will be contacted.

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