OVERVIEW:

The Executive Assistant to the CEO & Board Governance Officer provides confidential, proactive, and high-level administrative and governance support to the Chief Executive Officer and Board of Directors. This role manages the CEO’s complex calendar, coordinates executive and Board materials, supports governance processes, and helps ensure the Executive Office operates in an organized, responsive, and professional manner. As a trusted gatekeeper, the role requires sound judgment, diplomacy, discretion, cultural humility, and the ability to manage sensitive information and competing priorities with care.

KEY ACCOUNTABILITIES:

The Executive Assistant to the CEO & Board Governance Officer is responsible for the following key areas:

Executive Office Support and Calendar Management

- Manage a busy and frequently changing CEO calendar, balancing strategic priorities, internal commitments, external engagements, preparation time, and travel requirements.
- Coordinate scheduling with Board members, staff, government, community partners, funders, sector representatives, media, and other external stakeholders.
- Assess meeting requests, resolve scheduling conflicts, confirm objectives and attendees, and ensure the CEO has required briefing notes, background materials, directions, and technology.
- Act as the primary gatekeeper to the Executive Office by screening calls, visitors, invitations, correspondence, media requests, and external inquiries, and directing or escalating matters appropriately.
- Prepare, draft, edit and proofread correspondence, reports, briefing materials, presentations, and meeting documents with a high degree of accuracy and professionalism.
- Monitor commitments, decisions, deadlines, and follow-up items, and provide timely reminders to support completion.
- Maintain strict confidentiality and exercise sound judgment when handling sensitive governance, legal, personnel, financial, tenant, partner and organizational information.

Board Governance and Committee Support

- Coordinate the annual and multi-year Board and committee calendars, including regular meetings, committee meetings, strategic planning sessions, the Annual General Meeting, orientation and education sessions.
- Work with the CEO, Board Chair, and committee leads to develop agendas, annual work plans, meeting schedules, and supporting materials.
- Compile, quality-check and distribute secure Board and committee packages within established timelines, ensuring version control, accuracy and confidentiality.
- Attend Board and committee meetings, including occasional evening or after-hours meetings, and prepare clear, accurate minutes, action lists and decision records.
- Maintain governance records, resolutions, approved minutes, policies, terms of reference, attendance records, orientation materials, and Board contact information in a secure and accessible filing structure.
- Coordinate Board travel, accommodation, registration, catering, meeting rooms, technology and in-person or virtual meeting logistics.
- Provide practical technical support to Board members using Microsoft Teams, Outlook, SharePoint, and meeting-room technology.




- Support Board onboarding, orientation, training and annual governance activities while maintaining awareness of Board and management roles, authorities and boundaries.

Meetings, Travel and Events

- Coordinate internal leadership and staff meetings, including scheduling, agendas, materials, room bookings, catering, attendance and meeting notes.
- Arrange domestic travel and, when required, more complex itineraries, including transportation, accommodation, registrations and briefing packages.
- Assist with special events, receptions, open houses, conferences, community events and organizational functions, including occasional work outside regular hours.
- Greet and host visitors and meeting attendees, ensuring a welcoming, respectful and professional experience.
- Coordinate food and refreshments for meetings and events, taking dietary, accessibility and cultural considerations into account.

Financial and Administrative Support

- Reconcile corporate credit card transactions and prepare accurate, complete and timely expense claims, including obtaining receipts, coding and approvals in accordance with organizational procedures.
- Process registrations, invoices, purchase documentation, courier and mail requirements, and other administrative transactions as assigned.
- Maintain contact lists, recurring schedules, templates, administrative trackers, and other Executive Office tools.
- Provide office support when required and assist with annual corporate filings and related administrative requirements.

Records, Information and Technology

- Support the design and maintenance of logical, consistent, and secure electronic and physical filing structures so Board and staff can readily locate current and historical materials.
- Apply sound records management practices, including naming conventions, permissions, version control, retention, archiving and secure disposition of confidential records.
- Maintain Board and Executive Office content in SharePoint and Microsoft 365, with appropriate access controls and attention to information governance.
- Use Microsoft Copilot and other approved digital tools to improve productivity, while verifying accuracy, protecting confidential information, and following organizational policies.
- Create and maintain polished Word documents, Excel trackers and reconciliations, PowerPoint presentations, Outlook calendars and Teams meetings.

QUALIFICATIONS:

Education, Training & Experience

- Post-secondary diploma or certificate in business administration, office administration, governance or a related field, or an equivalent combination of education and experience.
- Minimum five years of progressively responsible senior administrative or executive support experience,



including direct support to an executive leader. Experience supporting a Board of Directors is strongly preferred.
- Demonstrated experience managing complex calendars, preparing senior-level materials, recording formal minutes, coordinating travel and events, and reconciling expenses.
- Experience in a non-profit, Indigenous organization, housing organization, public-sector or community-serving environment is an asset.
- Minimum typing speed of 60 words per minute with a high level of accuracy.

Knowledge, Skills & Abilities

- Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint; confidence learning new systems and using Microsoft Copilot and approved productivity tools.
- Excellent written communication, editing, proofreading, minute-taking and document-formatting skills.
- Strong understanding of Board governance practices, meeting protocols, confidentiality, records management and the distinction between Board and operational responsibilities.
- Exceptional organization, attention to detail and follow-through, with the ability to manage competing priorities in a fast-paced setting.
- Demonstrated discretion, sound judgment, diplomacy, and professionalism when handling confidential or sensitive matters.
- Ability to anticipate needs, identify issues, recommend practical solutions, and work independently with limited direction.
- Strong interpersonal and relationship-management skills, with the confidence to communicate respectfully with Board members, senior leaders, staff, tenants, community members, government, media and external partners.
- Demonstrated cultural humility and sensitivity, with an understanding of Indigenous cultures, protocols, histories, and the ongoing impacts of colonialism and historical injustices. Experience working respectfully with Indigenous Peoples and communities is strongly preferred.
- Ability to remain calm, courteous and solutions focused under pressure, and to represent the Executive Office positively in all interactions.
- Ability to work occasional evenings or outside regular business hours and, when required, travel to Board meetings, events or organizational activities.

Location

- Telework/Hybrid

Work Schedule

- Regular Operating Hours are Monday-Friday, 8:30am-4:30pm
- Flexible scheduling is required to support CEO’s shifting availability and Board/committee for special events.

Diversity and Inclusion Statement

BCIHS aims to provide an inclusive workplace that leverages diversity, ensuring that everyone feels valued, safe, respected, and empowered to grow. In keeping with our organizational Vision and Mission, we encourage applications from candidates of Indigenous ancestry who possess a strong understanding of Indigenous culture, practices, and the impacts of historical injustices.

Pay: $62,000.00-$70,299.00 per year

Benefits

- Casual dress
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- Work from home

Work Location: Hybrid remote in Vancouver, BC V6B 2L3

📌 Executive Assistant to the CEO and Board Governance Officer (Vancouver)
🏢 BC Indigenous Housing Society
📍 Vancouver