Executive Assistant

**Role**: Executive Assistant

**Hours**: Full Time, 6 month contract with the potential to extend

We are looking for a passionate and driven individual with a strong personal alignment with BCWF’s mission, goals, and values. The office is conveniently located close to Hwy 1 and the Golden Ears Bridge. Standard hours of work are Mon-Fri, 8:00am - 4:00pm.

**Core Responsibilities**

**Board Liaison**
- Provide administrative and operational support for BCWF operations and Board/Committee initiatives, under the direction of the President, Executive Director including preparation and distribution of reports, letters, presentations, and other related communications.
- Board meetings and Executive Committee meetings are generally conducted once a month through Zoom or Teams.
- Provide administrative support to the Executive/Board/Committees including drafting of agendas, assembling materials for meetings and mailings, minute taking, distribution of minutes, and effective follow up on action items after meetings.
- Assist in the planning and execution of Board meetings including travel arrangements, room bookings, catering requirements, agenda package assemble & distribution.
- Update, assemble and distribute the annual Directors Manual, in both hard copy and electronic format.
- Conduct research for Executive, Board and Committees.
- Maintains Terms of Reference for Committees.

**Events**
- Keep a master calendar of scheduled activities and events (work with Executive & Staff to update monthly).
- Support Annual General Meeting and production of the Annual Report in conjunction with the Board of Directors, Marketing and Communications.
- Assist in identifying and facilitating required updates and revisions to the BCWF AGM Planning Binder, Timeline and related forms and other documents.
- Create, distribute and process forms, letters and invitations for AGM registration, donations, speakers, VIP’s, etc.
- Update, prepare and assemble the AGM & Convention binders, including all applicable reports and materials.
- Trade show registration and insurance documentation, outreach planning, implementation details, and attend as required.

**Communication and Meetings**
- Receive communications to the BCWF, and distribute to the appropriate Board Member, Committee, Contractor, and/or Staff.
- Be adept in the use of proper protocols when communicating with all levels of government.
- Assist with development and distribution of Board, Committee, and stakeholder communications, both print and electronic.
- Assemble and distribute quarterly reports from the Board of Directors, Committees, Contractors and staff.
- Support Government and third-party relations by assisting with correspondence and reports
- Attend meetings and take, develop, and distribute meeting minutes as assigned.

**Administration**
- Maintain and update folders on server and manage e-archiving process.
- Research and analyze routine administrative projects for the Board of Directors; prepare first draft reports on routine administrative matters.
- Research, review and summarize reports and documents, preparing overviews, backgrounders, and presentations, as assigned and distribute
- Update the Organization’s Organizational Chart

**Competencies and Skills**

**Work Experience**:

- Minimum two years’ previous senior administration, and customer service experience, preferably within a membership-based charitable, non-profit environment.
- Proficiency working in a Windows/Microsoft environment, including Word, Excel, Outlook, PowerPoint & Access, and Adobe Acrobat

**Knowledge, Skills, and Abilities**:

- **Advanced proficiency in Microsoft Office Suite** (Word, Excel, Outlook, PowerPoint), with strong digital literacy to support executive functions.
- **High level of typing accuracy and speed** (minimum 60 WPM), supporting the efficient preparation of documents and correspondence.
- **Extremely well-organized and detail-oriented**, with demonstrated ability to manage multiple competing priorities, anticipate needs, and meet tight deadlines in a fast-paced environment.
- **Proactive and resourceful**, with a proven ability to support high-performing, time-constrained professionals by prioritizing tasks, managing calendars, and ensuring seamless administrative support.
- **Skilled in managing by influence**, fostering cooperation and alignment without direct authority, while supporting strategic objectives.
- **Exemplary discretion and professionalism**, with the ability to exercise diplomacy, tact, and sound judgment—especially when working within the bounds of authority and handling confidential or sensitive information.
- **Exceptional interpersonal skills**, with the ability to build and maintain strong working relationships with executives, board members, colleagues, and external stakeholders.
- **Self-motivated and adaptable**, capable of working independently while contributing effectively within a dynamic and multi-disciplinary team.
- **Strong perso