Senior Executive Assistant

SUMMARY 

This position is responsible for providing administrative and operational support to the CEO and leadership teams, in compliance with applicable policies and procedures, with a view to enabling executive effectiveness in alignment with strategic priorities. 

ACCOUNTABILITIES  

• Provides strategic and confidential administrative support to the CEO and leadership teams, ensuring professionalism, discretion, and seamless coordination.  

• Handle sensitive and confidential information with discretion and professionalism. 

• Manage the CEO’s calendar, scheduling meetings, appointments, and events while prioritizing conflicting demands. 

• Oversees CEO inbox and supports preparation of CEO communication and meeting materials, triaging issues and taking independent action as appropriate. 

• Manages travel arrangements, accommodations, and itineraries, including preparation of travel documentation and expense claims. 

• Coordinates executive meetings and related logistics, including room bookings, virtual meeting setup, circulation of materials, and follow‑up on action items. 

• Prepare, format, and assemble briefing materials, agendas, meeting packages, and correspondence for the CEO. 

• Compiles inputs and tracks variances for CEO and branch budget planning and forecasting.  

• Maintains CEO and leadership team records and document management systems, including the organization, governance, and upkeep of SharePoint files. 

• Provides coaching, and mentorship to the executive assistant team, also developing and maintaining cross-departmental administrative systems, processes, and tools. 

• Acts as the first point of contact for the CEO’s office by receiving, screening, prioritizing, and responding to inquiries, and redirecting matters as appropriate. 

• Conducts other duties as may be assigned by People Leader. 

JOB REQUIREMENTS  

• Minimum of 5 years of progressive experience in executive administrative function, preferably in a confidential capacity supporting C-suite or senior leadership positions. 

• Exceptional interpersonal and communication (both written and verbal) skills, with proven ability to prepare executive documents to establish and maintain strong relationships with a variety of business partners including government staff and executive staff of other organizations. 

• Outstanding organizational skills with the ability to manage multiple priorities and deliver with precision and attention to detail.  

• Demonstrated ability to analyze complex information, exercise judgement and discretion, and work with minimal supervision. 

• Strong understanding of standard office administration practices and workflows, including financial, records management, and FOIPPA policies and procedures.  

• Experience leading and developing individuals or teams to achieve operational excellence.  

• Advanced proficiency in Microsoft Office Suite and related productivity tools.  

EDUCATION 

• Post-secondary diploma or degree in business administration, public administration, communications, or related field, or an equivalent combination of education and relevant experience.  

PROVISOS 

• Must be willing and able to work outside of regular office hours when needed. 

• Must be willing to work in office 5 days a week. 

• Daily or overnight travel may be required on occasion. 

• Applicants must be able to successfully meet the BCFSA security screening requirements.