Executive Assistant

Position: Executive Assistant to the President & CEO and Board Liaison

Location: Foundation Office, Ave Surrey, BC V3Z 0R7

Hours: 35 hours per week (occasional evening meetings required)

Salary: $65,000-$70,000 per year / $35.71- $38.46 per hour (commensurate with experience)

Start Date: ASAP

We are looking for an Executive Assistant to the President & CEO and Board Liaison to join our team! Ideally, this individual must be a strong positive model by being energetic, creative, and resourceful while also possessing strong interpersonal teamwork skills.

About Sources:

SOURCES is a community-based non-profit organization providing support and hope to communities in the Lower Mainland, on Vancouver Island, and across Northern BC. Sources strives to create vibrant and resilient communities through support to adults, children, youth, and families facing challenges in life such as mental health, disability, poverty, substance use, and conflict. We support our communities through leadership, education, and volunteerism. Sources is committed to learning about, celebrating, and incorporating Indigenous knowledge into our practices as we continue our work in truth and reconciliation. People of all races, cultures, ethnicities, 2SLGBTQIA, and abilities are welcomed to work with us. We value diversity, respect, and collaboration as we promote our mission: social wellness for our community.

Description of Position:

Reporting to: President & Chief Executive Officer (CEO)

Key Responsibilities:

• President & CEO Executive Support (Primary): Manage the President & CEO's calendar, schedule, and appointments; confirm logistics and ensure appropriate materials are prepared in advance. Coordinate internal and external meetings (virtual/in-person) including room bookings, meeting links, attendee coordination, and agenda support. Draft, edit, format, and proofread correspondence, briefing notes, reports, and presentations as required. Track priorities and follow-ups; maintain an action list and support timely completion of tasks by coordinating with relevant staff. Serve as a professional point of contact for the President & CEO's office, triaging requests and routing items appropriately.
• Board & Committee Support (Society Foundation): Coordinate monthly Board meetings for both Boards and support Committee meetings as assigned (scheduling reminders, logistics). Draft agendas in collaboration with the President & CEO and Board Chairs; support agenda planning so items are clear and decision ready. Compile and distribute Board packages (agenda, previous minutes, reports, motions/resolutions, dashboards, attachments) within agreed timelines. Attend meetings and produce accurate professional minutes capturing decisions, motions, key discussion points (as required), and action items. Maintain Board action trackers and follow up with responsible parties to support completion and reporting. Coordinate AGM logistics and materials as assigned (notices, packages, minutes, attendance records).
• Governance Administration & Records Management: Maintain secure and orderly governance records (minutes, resolutions, committee Terms of Reference, key reference materials) for both entities. Maintain Board and Committee rosters, terms of office, and contact lists; support board onboarding materials. Coordinate governance-related filings/documentation for President & CEO review/approval and authorized signature (President & CEO accountable for final submission/compliance).
• Administrative & Office Coordination: Maintain templates, version control, and filing conventions to support efficient executive and board workflows. Provide administrative coordination support for executive priorities and simple project logistics as assigned. Coordinate basic meeting/event logistics when required (room set-up, printing, refreshments/catering).
• Other: Other duties consistent with the purpose and level of the role as assigned by the President & CEO.

Physical Demands of Job:

• Lifting/Pulling/Pushing - 0%
• Walking/Moving Around - 25%
• Sitting - 75%
• Time Spent Outside - 0%

Cognitive Demands of Job:

• Independent Work - 75%
• Task Memorization - 75%
• Changing Priorities/Deadlines - 100%
• Writing/Reading - 100%

Qualifications Required:

• 3 years of senior administrative or executive assistant experience including strong minute-taking and meeting coordination.
• Demonstrated ability to manage complex calendars and coordinate multiple stakeholders.
• Strong writing, editing, formatting, and document production skills.
• High discretion and professionalism with confidential information.
• Strong proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint) and virtual meeting tools (Teams/Zoom).

Preferred / Assets:

• Experience supporting a Board and/or committees (agendas, board packages, minutes, action tracking).
• Experience in a nonprofit environment.
• Practical understanding of board functioning (Chair/CEO roles, committee workflows, confidentiality, conflicts of interest).

Core Competencies:

• Exceptional organization, accuracy, and follow-through.
• Judgment, discretion, and diplomacy.
• Strong communication and stakeholder service mindset.
• Calm under pressure; proactive solutions-oriented approach.
• Clear professional minute-taking and action tracking.

Benefits:

• 100% employer paid coverage for extended health and dental
• Long term disability, life insurance, critical illness insurance, accidental death & dismemberment coverage
• Pension plan
• Generous paid time off starting at 3 weeks

Key Skills:

• Time Management
• Microsoft Office
• Organizational skills
• Microsoft Outlook
• Microsoft Word
• Personal Assistant Experience
• Microsoft PowerPoint
• Calendar Management
• Microsoft Excel
• Administrative Experience
• Google Suite

Closing Date: February 12, 2026 or until filled