Executive Assistant to the CEO

Position Summary The Executive Assistant to the CEO plays a pivotal role in advancing the organization’s mission by providing seamless, high-level support. This position is responsible for optimizing the CEO’s effectiveness through expert management of their calendar, travel, and communications, as well as fostering relationships with key stakeholders. The Executive Assistant will handle a wide range of administrative and logistical tasks with professionalism and discretion, ensuring smooth operations and strategic alignment. Additionally, they will navigate sensitive matters, both professional and personal, with confidentiality and sound judgment, enabling the CEO to focus on driving the organization’s vision forward. Job Responsibilities Manage the CEO’s complex calendar, scheduling meetings, prioritizing engagements, coordinating with stakeholders, and ensuring optimal time management. Meeting coordination for the CEO, including agenda preparation, taking meeting minutes, sending meeting reminders, and tracking follow-up items as required. Management of the CEO’s travel schedule, including arranging flights, transportation, and accommodation, and producing detailed travel itineraries. Coordination of expenses for the Executive Office, including completing monthly credit card statement reconciliations, submitting accounts payable vouchers, and arranging cheque exchanges for volunteers. Receive and screen all incoming and outgoing communications to/from the CEO, including mail, telephone calls, walk-in visitors, and emails as required. Provide administrative support to the CEO as needed towards their leadership roles on various committees, such as the Large Intermediate Federation Executives (LIFE) Cohort and the Canadian Federation CEOs group. Coordinates inter‑departmentally to develop and execute detailed travel itineraries for VIP visitors to Vancouver. Provide additional direct support to the CEO to ensure their efficiency and effectiveness, including handling personal and sensitive matters with discretion and attention. Supports the CEO, in coordination with Chief Development Officer (CDO), and Campaign team to solicit and secure donations, including drafting solicitation letters, thank you notes, and various documentation. Provide administrative support for various lay leader committees through agenda preparation, taking detailed meeting minutes, and tracking follow up items as required and act as backup administrative support to the board liaison. Proactively identify opportunities to advance productivity, efficiency, and implement process and technology improvements. Other related duties as required. Qualifications Strong customer service skills and ability to engage with people in a calm, professional and empathetic manner, both in person, over the phone and via correspondence. Previous experience in supporting senior‑level executives and administrative/business training. Demonstrated advanced computer skills (Windows operating system, Microsoft 365, Zoom, PDF editor, CRM database, etc.) Highly organized with exceptional project planning and management skills. Ability to work within a fast‑paced environment with a large volume of work and frequently competing priorities. Available to attend evening/weekend meetings and events as needed. Capacity to display tact, discretion, and confidentiality at all times. Ability to work independently, exercising sound decision‑making and initiative, as well as effectively contributing as part of a team. Database and/or data entry experience to be considered an asset. Fundraising and/or Non‑profit knowledge/experience to be considered an asset. Positive attitude and a desire to bring value to the organization through this role. About Us Jewish Federation of Greater Vancouver is the central planning, convening, facilitating, and fundraising organization for the local Jewish community and works collaboratively with more than three dozen partner organizations, unifying their work. Together, we touch the lives of thousands of community members – Jewish and non‑Jewish – locally, in Israel, and around the world. Core Values Chesed: loving kindness Tzedakah: justice, charity Klal Israel: unity of the Jewish people Tikkun olam: repairing the world Why Work for Jewish Federation We help improve the lives of those in need, locally, in Israel and around the world. We have a sincere and warm workplace culture based on the values of caring, excellence, collaboration and efficiency. We invest in our employees with internal training, professional development, and opportunities for career growth. Our competitive compensation package includes a comprehensive extended health plan and a group RRSP with employer matching up to 5%. Details and How to Apply Salary range: $54,900 - $61,500 Schedule: Full‑time, based on a 35‑hour work week Work location: In‑person, Vancouver Apply If you are interested in this opportunity, please email your resume and cover letter (quoting “Executive Assistant to the CEO” in the subject line) to hr@jewishvancouver.com. Tell us how you can use your skills to benefit our team and our community Application Notes Resumes that do not include a cover letter will not be considered. We thank all applicants; however, only those selected for an interview will be contacted. EEO Statement Jewish Federation is committed to equal opportunity and equal treatment for every prospective and current employee. We value diversity in the workplace and believe our work is stronger when it benefits from the experience and knowledge of a diverse team. #J-18808-Ljbffr