Executive Assistant to ED and Board

Job Title:

Executive Assistant to ED and Board

Sechelt, BC

Permanent, Part-time with a schedule of 28 - 32 hours per week.

$27.38-$30.35

Since 1974, Sunshine Coast Community Services Society has been at the heart of creating positive change for people on the Sunshine Coast. With a legacy built on care, dedication, and adaptability, we proudly offer over 30 impactful programs across the region. Our work spans four vital areas:
Community Action and Engagement, Together Against Violence, Child and Family Counseling, and Family, Youth, and Children’s Services.

Guided by our core values—social justice, interdependence, diversity, compassion, and respect—we are driven to empower individuals and strengthen our community. We’re seeking passionate, values-driven individuals who want to make a real difference in the lives of others. If that sounds like you, join us and be part of our meaningful journey!

The Executive Assistant plays a key role in assisting the Executive Director in leading with focus and impact. By managing day-to-day administrative tasks and ensuring smooth communication and coordination, the role strengthens the Executive Director’s ability to advance the organization’s mission. Additionally, the Executive Assistant provides essential support to the Board of Directors, helping to ensure effective governance and strategic alignment.

This position reports directly to the Executive Director or their Designate.

• Manages the Executive Director’s calendar, acting as both a "gatekeeper" and "gateway" to optimize access and prioritize scheduling.
• Coordinates, schedules, and prepares for key meetings with internal and external stakeholders, records notes, and action items.
• Plans, organizes, and hosts internal events for staff, volunteers, and clients.
• Maintains and updates BCeID business accounts, ensuring user access and account information remain current.
• Drafts, edits, and distributes written communications, including responding to emails and other correspondence.
• Works proactively with the Executive Director to keep them informed of priorities, deadlines, and responsibilities.
• Oversees special projects as delegated by the Executive Director and provides general administrative and office support as needed.
• Compiles, maintains, and distributes program-related documents and reference materials.
• Conducts policy research and literature reviews; prepares memos and briefs on key program areas.
• Ensures organizational policies are current and accessible via the public folder.
• Assists with preparation of administrative and expense reports.
• Composes and prepares confidential correspondence; arranges travel, itineraries, and meeting materials.
• Maintains a high level of urgency, diplomacy, and professionalism when managing requests.
• Assists in compiling documentation for grant and funding applications.
• Supports the development and finalization of the Business Improvement Plan.
• Creates and distributes SLT (Senior Leadership Team) meeting packages and takes minutes as needed.

• Acts as liaison to the Board of Directors, providing administrative support including scheduling, and file organization.
• Communicates on behalf of the Executive Director with Board members and staff regarding program initiatives.
• Maintains strict confidentiality and professionalism in all interactions with the Board.
• Ensures compliance with bylaws and regulatory requirements, including timely preparation and distribution of meeting materials.
• Manages all registry filings such as bylaw changes and annual society reports.
• Prepares monthly board packages and takes meeting minutes.
• Assists in the creation and annual update of the Board Manual.

• Post-secondary degree, certificate, or diploma in a related field, or an equivalent combination of training and experience.
• 2–3 years of experience providing administrative support to executives, preferably in a non-profit organization.
• Forward-thinking individual who actively seeks opportunities and proposes solutions, with strong decision-making capabilities.
• Demonstrated…