Executive Assistant to CEO

5 days ago

Vancouver, Canada Louis Brier Home and Hospital Full time

**About Us**:
A Canadian Nonprofit Employer of Choice, we pride ourselves on a strong reputation for excellence. Our work environment is community-oriented, warm and inclusive. Appreciation is embedded into our culture and staff feel valued for their contributions.

Louis Brier has dedicated leaders who are available and responsive to our needs. An HR Coordinator is devoted to promoting our health, wellness, and engagement. An Infection Control Practitioner helps keep us safe. Everyone is committed to quality and safety and it shows.

By enhancing funding that enriches the quality of life for our residents, the Louis Brier Foundation truly sets our organization apart. State of the art equipment, music and entertainment, culture and education, are all generously funded through the Louis Brier Foundation and this greatly improves work life.

Providing outstanding care is not always easy but making a difference feels good. Working at Louis Brier gives us a feeling of purpose and a sense of belonging. It’s more than a way of working, it’s a way of life.
- _Be yourself and feel a sense of belonging within a team that embraces differences._
- _Contribute to an award-winning organization that recognizes passionate and hardworking employees._
- _Engage within our community and thrive in an unbeatable work culture that celebrates LIFE._
- **ARE YOU READY for the #LouisBrierLIFE?**_

**PURPOSE / SCOPE OF POSITION**

The incumbent serves as the Executive Assistant to the Chief Executive Officer (CEO), as well as supports the activities of the Board of Directors of the Louis Brier Home and Hospital, and the Board of Directors of the Weinberg Residence. This dynamic position requires significant flexibility, the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.

It is the Executive Assistant’s responsibility to maintain the CEO’s calendar, including full management of appointment scheduling and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests, and scheduling and making necessary arrangements, as well as other calendar management activities and resolving time conflicts as required. Other duties include organizing committee meetings and minute taking, planning for travel and accommodation for attendance at industry meetings and conferences; processing payment of expenses, honorariums and meeting costs for the CEO; handling of highly confidential and sensitive information such as personnel matters, staff related issues, grievances, client complaints, financial information, and confidential board activities.

The Executive Assistant serves as a liaison to the Board of Directors and Senior Leadership Team (SLT). They participate in, prepare, and organize activities for the SLT and Boards, including meetings, organizing agendas and presentations, distribution of relevant meeting materials, and taking minutes. This position is vital in supporting and participating in the coordination of the Louis Brier and Weinberg Residence Annual General Meetings.

The Executive Assistant manages the role of the Administrative Assistant to ensure efficient and effective admin support is provided to all departments across the organization.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. They will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

**QUALIFICATIONS**
- Post-secondary education in Business Administration or related field, with five (5) to seven (7) years of recent related office administration experience, including three (3) years providing support to a senior executive role, preferably in a non-profit organization. Certified Administration Professional (CAP) preferred.
- Ability to understand and communicate at a senior management level required. Experience working with a non-profit Board of Directors is highly preferred.
- Extensive experience in complex calendar management, coordinating, and scheduling executive level meetings and minute taking.
- Expert proficiency in MS Office Suite (Outlook, Word, Excel, and Power Point) is essential, as well as demonstrated knowledge of Adobe Acrobat, Social Media platforms, and an ability to design and edit graphic presentations and materials. Must have

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