JOB SUMMARYThe Executive Assistant is a trusted and integral partner to the President & CEO, playing a critical role in supporting effective executive leadership, strong governance, strategic priorities, and meaningful engagement with donors, partners, and stakeholders. Working closely with the CEO, this role helps manage the breadth and complexity of the CEO's responsibilities, ensuring priorities are advanced, commitments are fulfilled, and the Office of the President & CEO operates with effectiveness, professionalism, and purpose.
More than an administrative support role, the Executive Assistant serves as a key partner in the coordination and execution of the CEO's activities, bringing exceptional organization, sound judgment, initiative, and an ability to anticipate needs. The role supports the CEO in balancing strategic leadership, operational oversight, governance responsibilities, external relationships, and organizational priorities, helping translate direction and decisions into coordinated action and measurable progress.
The Executive Assistant takes an active role in maintaining momentum across the CEO's priorities, anticipating next steps, identifying outstanding commitments, and ensuring timely follow-through, enabling the President & CEO to focus on strategic leadership, relationship development, and organizational impact.
As a central point of coordination for the Office of the President & CEO, the Executive Assistant manages executive scheduling, communications, meeting preparation, briefing materials, stakeholder engagement, and follow-through on key initiatives. The role maintains visibility across competing priorities, identifies emerging needs, and ensures the CEO is well prepared, informed, and positioned to focus on the decisions, relationships, and opportunities that require their leadership.
The Executive Assistant plays an important role in supporting the CEO's leadership of the Executive Leadership Team (ELT). This includes coordinating executive meetings, supporting agenda development, tracking decisions and commitments, monitoring progress against priorities, and facilitating timely information flow. The role works in support of the CEO's leadership and oversight of the ELT, rather than providing administrative support to individual executive team members.
The role also supports the CEO in fulfilling the Foundation's governance responsibilities, working closely with the Board of Directors and its committees to coordinate meetings, prepare materials, maintain governance records, and facilitate effective communication and follow-through.
Success in this role requires discretion, adaptability, diplomacy, strong relationship management, and the confidence to work independently while remaining closely aligned with the CEO. Through this partnership, the Executive Assistant contributes directly to the CEO's effectiveness and the Foundation's ability to advance its mission of inspiring philanthropy, strengthening the ecosystem of care, supporting innovation, and improving health outcomes for Surrey and the South Fraser region.
KEY RESPONSIBILITIESExecutive Support & CEO Office Coordination- Serves as a trusted partner to the President & CEO, providing proactive, comprehensive executive support across strategic, operational, governance, and external leadership responsibilities.
- Manages the CEO's complex and dynamic calendar, proactively prioritizing competing demands and ensuring time and attention are aligned with the Foundation's strategic objectives.
- Anticipates the CEO's needs by maintaining awareness of organizational priorities, upcoming commitments, key relationships, and emerging issues, identifying opportunities to address challenges before they arise.
- Maintains oversight of the CEO's priorities, commitments, decisions, and follow-up activities, ensuring actions progress and deadlines are met.
- Acts as a central coordination point for the Office of the President & CEO, facilitating effective communication and information flow with the ELT, Board of Directors, Foundation staff, Fraser Health leadership, donors, government representatives, and community partners.
- Prepares and coordinates briefing materials, reports, presentations, correspondence, and background information, ensuring the CEO is well informed and prepared for meetings, events, and decision-making.
- Screens, prioritizes, and manages incoming communications, exercising judgment in determining urgency, appropriate responses, and matters requiring the CEO's attention.
- Provides regular updates to the CEO on outstanding commitments, upcoming priorities, emerging issues, and matters requiring decisions or follow-up.
- Drafts, edits, and proofreads executive correspondence and communications on behalf of the CEO, ensuring accuracy, professionalism, and alignment with organizational messaging and the CEO's voice.
- Conducts research, synthesizes information, and prepares briefing notes, summaries, and recommendations to support executive planning and decision-making.
- Coordinates executive meetings, travel, events, and stakeholder engagements, ensuring logistics, preparation, and follow-through are effectively managed.
- Maintains accurate records of executive contacts, stakeholder interactions, meeting outcomes, and commitments within Foundation systems.
- Facilitates and tracks approvals, signatures, agreements, contracts, cheques, and other organizational documents requiring executive attention.
- Prepares, reconciles, and submits executive expense reports, ensuring accuracy, compliance, and timely processing.
- Exercises sound judgment, discretion, and professionalism in managing confidential, sensitive, and privileged information.
Executive Leadership Team Coordination- Supports the President & CEO in their leadership and oversight of the Executive Leadership Team, helping maintain alignment, coordination, and accountability across organizational priorities.
- Coordinates ELT meetings on behalf of the CEO, including agenda development, meeting preparation, documentation of decisions, and tracking of action items and commitments.
- Maintains visibility on key initiatives, deadlines, and deliverables arising from ELT discussions, providing the CEO with timely updates on progress and outstanding matters.
- Facilitates information flow between the CEO and executive leaders to support informed decision-making, collaboration, and effective execution of organizational priorities.
- Supports the coordination of executive planning sessions, strategic discussions, leadership retreats, and organizational planning activities led by the CEO.
- Identifies gaps in follow-through, competing priorities, or emerging issues and brings these forward to the CEO as appropriate.
- Works collaboratively with members of the ELT to obtain information, coordinate activities, and support initiatives directed by the CEO, while maintaining clear accountability to the Office of the President & CEO.
Board Support & Governance- Serves as the primary liaison between the President & CEO and the Board of Directors, supporting effective communication, strong relationships, and sound governance practices.
- Coordinates Board and Committee meeting schedules, logistics, agendas, and supporting materials in accordance with governance requirements and established timelines.
- Works with the CEO, Board Chair, Committee Chairs, and organizational leadership to coordinate the preparation, review, and timely distribution of Board and Committee packages.
- Attends Board and Committee meetings as required, recording accurate minutes, documenting decisions and resolutions, and tracking action items.
- Maintains official corporate and governance records, including bylaws, policies, minutes, resolutions, Board and Committee membership records, and governance documentation.
- Maintains and administers the Foundation's Board governance management system, ensuring materials, records, and meeting workflows are accurate, organized, accessible, and appropriately confidential.
- Monitors Board and Committee action items, governance deadlines, resolutions, and annual requirements, ensuring timely follow-up and completion.
- Coordinates Board recruitment, orientation, onboarding, education, and governance development activities in collaboration with the CEO and Nominating & Governance Committee.
- Leads the administrative coordination of the Annual General Meeting, Board retreats, and other special governance meetings and events.
- Supports the CEO and Board Chair in maintaining effective governance processes, advancing Board priorities, and strengthening Board engagement.
- Exercises discretion and sound judgment when managing confidential Board matters and sensitive governance information.
Strategic Initiatives & Project Coordination- Coordinates strategic initiatives and special projects led or sponsored by the President & CEO, ensuring effective planning, organization, and follow-through.
- Maintains project trackers, timelines, deliverables, milestones, and action items to support accountability and timely execution.
- Works with internal and external stakeholders to coordinate activities, gather information, and support progress against established objectives.
- Prepares project documentation, briefing notes, status updates, and presentations to support the CEO's oversight and decision-making.
- Proactively identifies outstanding actions, potential delays, competing demands, and opportunities to improve coordination, bringing forward recommended solutions.
- Supports the coordination of cross-functional initiatives, ensuring responsibilities, next steps, and timelines are clearly documented and communicated.
- Identifies opportunities to strengthen systems, workflows, and processes within the Office of the President & CEO to improve efficiency and organizational effectiveness.
QUALIFICATIONS- Bachelor's degree in business administration, communications, or a related field and/or equivalent work experience.
- Minimum eight years of progressive experience providing senior-level executive support, ideally including direct support to a President & CEO or comparable senior executive.
- Demonstrated experience working as a trusted partner to senior leadership in a complex, dynamic organization.
- Experience supporting a Board of Directors and Board committees, including governance administration, meeting coordination, minute-taking, and maintaining official records.
- Strong understanding of corporate governance practices, including bylaws, policies, Board procedures, and confidentiality requirements.
- Exceptional organizational, planning, and time-management skills, with demonstrated ability to manage competing priorities and anticipate future needs.
- Demonstrated ability to take initiative, work independently, exercise sound judgment, and proactively manage commitments and follow-through.
- Strong written and verbal communication skills, including the ability to prepare polished executive correspondence, briefing materials, reports, and presentations.
- Strong interpersonal and relationship-management skills, with the confidence and professionalism to engage with senior executives, Board members, donors, government representatives, and community stakeholders.
- Demonstrated ability to manage highly confidential and sensitive information with discretion, diplomacy, and integrity.
- Experience coordinating executive leadership meetings, strategic initiatives, and organizational planning activities.
- Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, along with experience using project tracking and collaboration tools.
- Strong attention to detail, sound problem-solving skills, and the ability to identify issues and recommend practical solutions.
- Adaptability, resilience, and the ability to remain organized and effective in a fast-paced environment with changing priorities.
- A collaborative and service-oriented approach, combined with the confidence to manage priorities, establish appropriate boundaries, and maintain accountability.
Additional Assets:- Experience supporting a President & CEO in a healthcare, charitable, or non-profit organization.
- Familiarity with healthcare systems, philanthropy, donor relations, and community partnerships.
- Experience with Raiser's Edge or comparable constituent relationship management systems.
- Experience with BoardEffect or similar governance management software.
- Experience supporting government relations, external stakeholder engagement, or multi-partner strategic initiatives.
WHAT SUCCESS LOOKS LIKESuccess in this role is reflected in the effectiveness of the Office of the President & CEO and the Executive Assistant's ability to anticipate, organize, and advance priorities with confidence and independence.
The successful incumbent:
- Is consistently thinking ahead, anticipating what the CEO will need rather than waiting for direction.
- Understands the CEO's priorities and ensures time, preparation, and follow-through are aligned accordingly.
- Maintains a clear view of outstanding commitments and proactively helps move work forward.
- Recognizes when matters require the CEO's attention and when they can be addressed independently within established authority.
- Builds trusted relationships across the organization while maintaining appropriate boundaries and accountability to the CEO.
- Helps create greater capacity for the CEO to f
