Career Contacts is a fractional human resources and recruitment consulting firm, supporting companies throughout Canada and the US.We provide support with permanent placements, temporary staffing, executive searches, HR consulting, and payroll management. We manage all phases of sourcing, screening, selection, and onboarding and retaining.

Career Contacts is recruiting on behalf of our client, a non-profit organization based in North Vancouver, seeking an experienced and highly organized Executive Assistant to provide senior-level administrative support to the Chief Financial Officer (CFO) and Executive Director.

This is an excellent opportunity for an experienced Executive Assistant who thrives in a fast-paced, collaborative environment and understands the importance of organization, discretion, sound judgment, and proactive executive support.

The successful candidate will play a key role in supporting two senior executives across Finance and Corporate Services, managing complex calendars, coordinating meetings and communications, preparing executive-level documentation, and ensuring important projects, priorities, and deadlines remain on track.

We are looking for someone who has previous experience supporting senior executives and is comfortable balancing competing priorities across multiple teams and initiatives. The ideal candidate is resourceful, dependable, adaptable, and confident working independently while maintaining strong relationships with internal and external stakeholders. This position requires someone who can anticipate needs, take initiative, and provide a high level of professional support with minimal direction.

Start Date: Immediately

Hours: Full-time, 40 hours per week (occasional evening and weekend work may be required)

Job Type: Full-time, Temporary (minimum 2 months, with high possibility of extension)

Salary: $80,000–$90,000 annually (based on experience)

Location: North Vancouver, BC (Fully On-site)

Responsibilities

Executive & Administrative Support

- Provide comprehensive executive and administrative support to the CFO and Executive Director, Corporate Services, managing competing priorities across both executive offices.
- Manage complex calendars, coordinate meetings, resolve scheduling conflicts, and arrange travel and other administrative requirements.
- Proactively anticipate upcoming priorities, deadlines, and commitments to ensure executives are well-informed, prepared, and organized.
- Prepare meeting agendas, briefing notes, presentations, correspondence, reports, and other executive-level documentation.
- Coordinate meeting follow-up, including recording minutes, tracking action items, and ensuring outstanding commitments are addressed.
- Manage incoming inquiries and communications, ensuring information and requests are appropriately prioritized, directed, and followed up on.
- Exercise sound judgment and discretion when handling sensitive executive, financial, employee,



and organizational information.

Governance, Reporting & Meeting Coordination

- Support the preparation and coordination of Board, Council, committee, and senior leadership meetings, including agendas, briefing materials, presentations, and supporting documentation.
- Coordinate the preparation, review, and timely submission of resolutions, reports, briefing notes, and other governance-related materials.
- Maintain schedules of upcoming committee meetings, reporting deadlines, decisions, and follow-up actions.
- Assist with the coordination of quarterly reports, annual reports, departmental updates, and other recurring reporting requirements.
- Gather, organize, and consolidate information from Finance, Corporate Services, and other departments to support accurate and timely reporting.
- Track key deliverables and maintain organized reporting calendars, templates, and administrative processes.

Communications & Stakeholder Coordination

- Act as a key point of contact between senior executives, departmental leaders, employees, community members, and external stakeholders.
- Coordinate internal and external correspondence, ensuring timely and professional communication.
- Draft, review, and prepare correspondence, presentations, reports, and other communications on behalf of senior leadership.
- Build and maintain positive working relationships across departments while adapting communication styles to different audiences.
- Handle sensitive inquiries and information with professionalism, diplomacy, and confidentiality.

Departmental & Operational Support

- Provide administrative coordination for projects and initiatives across the Finance and Corporate Services departments.
- Support departmental meetings, planning activities, special projects, and other operational priorities.
- Maintain organized electronic records, correspondence, reporting materials, and confidential documentation.
- Coordinate records management processes, including appropriate storage, retention, and disposal of information in accordance with organizational policies.
- Provide day-to-day coordination and support to the administrative and reception functions as required.
- Identify opportunities to streamline administrative processes, improve workflows, and enhance overall efficiency.
- Provide additional administrative support during periods of high workload and assist with other duties as required.

Requirements

- 5–7 years of experience in executive administration or senior-level administrative support,



including direct experience supporting senior executives.
- Post-secondary degree or diploma in Business Administration, Finance, Legal Administration, or a related field. An equivalent combination of education and relevant experience may be considered.
- Demonstrated experience managing complex executive calendars, coordinating meetings, preparing executive correspondence, and balancing multiple competing priorities.
- Strong proficiency in Microsoft 365, particularly Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
- Excellent written communication skills, including experience preparing briefing materials, presentations, reports, meeting minutes, and professional correspondence.
- Previous experience coordinating Board, Council, or committee meetings, governance documentation, and departmental reporting is preferred.
- Previous experience working with a First Nations community or organization is considered a robust asset.
- Experience working within a non-profit, government, or similarly complex organizational environment is preferred.
- Experience with Microsoft Dynamics 365 Finance & Operations is an asset.
- Exceptional organizational skills, attention to detail, and the ability to manage shifting priorities in a fast-paced environment.
- Demonstrated ability to anticipate executive needs, take initiative, and work independently with minimal direction.
- Strong interpersonal and relationship-building skills, with the ability to communicate effectively with senior leadership, employees, community members, and external stakeholders.
- High degree of professionalism, emotional intelligence, discretion, and confidentiality when handling sensitive information.
- Adaptable, collaborative, and dependable, with a proactive approach to problem-solving and follow-through.
- Comfortable working fully on-site in North Vancouver, with flexibility for occasional evening or weekend commitments.
- Ability to travel as required and successfully complete applicable pre-employment checks, including a criminal record check.

Application Process

Please submit your resume in a Word document and let us know why you are the right fit for this role. Career Contacts is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment.

We look forward to hearing from you!

Your privacy and confidentiality are of utmost important to us; all applications to Career Contacts are kept confidential. We will not share your personal or professional information with anyone without your prior expressed approval. While we will only be considering qualified applicants for this position, we encourage you to visit our Job Board at www.careercontacts.ca for opportunities that fit your profile.

Pay: $80,000.00-$90,000.00 per year

Experience:

- Executive assistant: 5 years (required)

Work Location: In person

📌 Executive Assistant (Temporary) (North Vancouver)
🏢 Career Contacts
📍 North Vancouver