Executive Assistant

Position Overview

We’re looking for a proactive, supportive, and engaging people-person who thrives when assisting our leadership. If you value impactful work and a positive, inclusive culture, we’d love to for you to apply!

The Executive Assistant provides high-level administrative and compliance support to the Chief Executive Officer and Senior Leadership Team, ensuring the smooth, professional, and efficient operation of the Leadership Office. This role handles complex, time-sensitive, and confidential tasks with minimal direction, consistently anticipating needs and creating proactive solutions. Acting as a primary liaison for the CEO, the Executive Assistant organizes and tracks projects, prepares executive-level communications and reports, and supports continuous improvement across administrative processes.

Key Responsibilities

Board & Governance Support

Provide administrative support to the Board of Directors, including meeting coordination, agenda preparation, policy maintenance, and director communications.

Manage new board member applications and coordinate onboarding.

Executive Support to the CEO

Organize and track CEO projects, files, calendars, and communications.

Draft and edit sensitive correspondence, media releases, and stakeholder communications.

Support internal communications and special announcements.

Prepare travel arrangements and assist with public relations activities.

Review and support RFP submissions to ensure quality and accuracy.

Senior Leadership & Organizational Support

Provide administrative and compliance support for time-sensitive initiatives.

Collect, organize, and analyze data to prepare reports, graphs, and presentations.

Standardize documents and prepare briefs and reports for internal and external use.

Respond to policy and practice inquiries on behalf of senior management.

General Administration & Compliance

Maintain digital and physical file systems, databases, and tracking tools.

Support development and implementation of administrative processes, policies, and manuals.

Anticipate administrative needs and help resolve emerging issues.

Assist with daily operations planning and support policy compliance.

Maintain the organization’s website.

Lead accreditation communications, coordination, and monitoring.

Health & Safety

Support a safe work environment and respond to emergent health & safety issues.

Report concerns to management and follow established protocols.

Other duties as assigned by the CEO or Manager of Finance and Administration.

Acknowledgement

John Howard Society of Okanagan & Kootenay is an equal opportunity employer. All applicants will have the opportunity to be considered for employment without regard to their race, colour, ancestry, place of origin, religion, physical or mental disability, sex, sexual orientation, or any other characteristic protected by law.

We thank all applicants for their interest, however, only shortlisted candidates and those eligible to work in Canada will be contacted.

Education and Experience

• Post-secondary education in Business Administration, Office Administration, or a related field.
• Minimum of 2 years of progressive administrative or EA experience, preferably in nonprofit or similar environments.
• Experience within accredited organizations is an asset.

Technical Skills

Core Competencies

Conditions of Hire

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