Description
Position Title: Executive Assistant Location: Branch Office (Burnaby, BC)/Hybrid Terms: Permanent; part-time (24 hours/week) Start Date: May/June 2025 Pay Rate: $36.00/hr Nature & Scope We are seeking an experienced, detail-oriented Executive Assistant to provide exceptional high-level administrative support to the Executive Director. The Executive Assistant is the primary point of contact for all matters pertaining to the Executive Director’s office and acts as a seamless extension of the Executive Director, maintaining a high level of professionalism, tact, and confidentiality. The individual in this role must understand business priorities and demonstrate the ability to proactively anticipate the needs of the Executive Director. About Us The Lifesaving Society is a charitable organization committed to the prevention of drowning and aquatic-related injury through water safety education. In addition to providing swim lessons, lifesaving and lifeguarding courses, and first aid/CPR training throughout BC and Yukon, the Society is a leader in offering expertise and guidance to ensure safe operation of any water-related setting through safety management services. We offer a supportive, collaborative, and inclusive professional culture. Key Responsibilities Provide comprehensive support to the Executive Director, including calendar management, scheduling meetings, and coordinating travel arrangements. Prioritize and resolve scheduling conflicts to ensure the Executive Director’s time is managed effectively. Serve as the initial point of contact for internal/external stakeholders including engagement with staff, Board members, Affiliates, community members, government officials, etc. Prepare and prioritize communications, emails, phone calls, and other correspondence for the Executive Director, tracking urgent or high priority items, ensuring timely responses and follow-up when required. Prepare agendas, presentations, reports, and meeting materials for the Executive Director. Ensure follow-up on key deliverables and timelines. Proofreads and edits documents for grammar and stylistic consistency. As requested, investigates and compiles information on issues and drafts reports outlining alternative options and recommendations. Handle sensitive and confidential information with the highest level of discretion and professionalism. Support the Executive Director with Board administration, including scheduling meetings, preparation of documents, reports and meeting packages, minute-taking, onboarding, travel, catering, communications, and other logistics. Prepare monthly expense reports and credit card reconciliations for the Executive Director. Assist with completing required human resources and payroll documentation. Provide recommendations and leads implementation of new administrative processes to enhance efficiency. Assist with other organizational needs, initiatives, events, and projects as required. Other duties as required. Requirements Minimum 2 years experience in an administrative role supporting senior-level executives Relevant post-secondary education or equivalent experience Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook, SharePoint, and OneDrive). Exceptional organizational skills and attention to detail. Proven ability to manage multiple priorities and deadlines with ease. Excellent verbal and written communication skills. Advanced interpersonal and relationship management skills including tact and diplomacy. Ability to maintain a high degree of confidentiality and professionalism at all times. Must be able to work well independently with minimal supervision. Flexibility and ability to adapt to evolving needs Successful candidate will be required to provide a current and satisfactory Criminal Reference Check/Vulnerable Sector Search issued no later than six (6) months preceding start date.
