Executive Assistant - Jobs in Surrey, British Columbia, V3V 1Z2

Job Description

ORGANIZATION OVERVIEWSurrey Hospitals Foundation is the largest non-government funder of health care for families in Surrey and the surrounding Fraser Valley communities.Thanks to the generosity of donors, we help fund every one of our region #39;s major health facilities including Surrey Memorial Hospital and the Jim Pattison Outpatient Care and Surgery Centre.We also support and fund the Czorny Alzheimer Centre, along with many specialized community programs for newborns, children, adults and seniors.Our Surrey health care campus provides health care for the whole family, from birth to end of life.To learn more about us, visit Surrey Hospitals Foundation. JOB SUMMARYThe Executive Assistant to the Presidentamp; CEO (CEO) provides high-level administrative and strategic support, ensuring the smooth operation of the executive office and board governance activities. In addition to supporting the CEO, this role is responsible for coordinating the needs of the executive leadership team (ELT) and facilitating collaboration across departments. The Executive Assistant also plays a critical role in supporting the Board of Directors by organizing meetings, managing governance documentation, and maintaining clear communications with all stakeholders.RESPONSIBILITIESExecutive Support:

• Provides comprehensive administrative support to the CEO, including managing calendars, appointments, and travel arrangements.
• Ensures that the most important and impactful initiatives receive the necessary focus, attention and resources to achieve success.
• Anticipates the needs of the CEO by continuously monitoring ongoing projects and tasks, identifying potential issues before they arise, and staying one step ahead.
• Prepares necessary materials or alerts, ensuring the CEO is informed and ready to tackle challenges.
• Prepares and organizes documents, reports, presentations, and correspondence for internal and external communications.
• Screens and prioritizes emails, phone calls, and requests for the CEO, ensuring timely responses. Provides the CEO with a daily summary of transactions and flags any urgent requests.
• Drafts, proofreads, and edits communications on behalf of the CEO.
• Manages confidential and sensitive information with discretion and professionalism.
• Documents and updates the CEO’s contacts and meeting details in the Foundation database.
• Distributes meeting notifications and meeting notes to distribution lists for relevant stakeholder meetings.
• Facilitates signatures required on contracts, cheques and other documents.
• Coordinates meetings and event logistics for CEO and ELT, which includes room bookings and catering.
• Prepares, reconciles, submits and tracks expense reports.
• Conducts research as requested and presents findings and recommendations.
• Schedules and prepares agendas in consultation with the ELT and takes minutes at monthly staff meetings.
• Serves as an ambassador for the Foundation and the CEO in building and sustaining relationships with donors, volunteers and executives of other organizations and the Hospitals.
• Sets up donor meeting appointments for the ELT and sends donor meeting notifications.

Executive Leadership Team Support:

• Coordinates the scheduling and logistics of meetings for the executive leadership team (ELT), ensuring alignment with the CEO #39;s priorities.
• Prepares and distributes materials for ELT meetings, such as agendas and presentations.
• Supports the leadership team in tracking goals, initiatives, and deadlines to ensure progress on key projects.
• Serves as a communication support between the CEO and other members of the ELT, facilitating smooth information flow and collaboration.
• Assists in organizing leadership retreats, strategy sessions, and other team-building activities.
• Coordinates and manages travel, expense reports, and other logistical needs for the CEO and ELT.
• Assists with event planning and coordination for internal and external functions for the CEO and ELT.

Board Supportamp; Governance:

• Serves as the primary liaison between the CEO and the Board of Directors, providing administrative and logistical support.
• Organizes and prepares materials for board meetings, including agendas, presentations, and briefing documents.
• Ensures timely distribution of board packets and reports, adhering to governance protocols.
• Attends board meetings to take minutes, record actions, and track follow-up items.
• Maintains board governance documentation, including bylaws, meeting minutes, policies, and committee charters.
• Assists with onboarding new board members and ensures compliance with board governance practices.
• Organizes and provides administrative support for the Annual General Meeting and other special board meetings.

Finance Committee Support

• Coordinates Finance Committee meetings, including scheduling, preparing agendas, and distributing materials (financial statements, reports, etc.) ahead of time.
• Takes minutes at Finance Committee meetings, focusing on decisions, action items, and financial discussions.

Stakeholder Relations:

• Serves as the primary point of contact for internal and external stakeholders on behalf of the Presidentamp; CEO, ELT, and the Board of Directors.
• Builds and maintains strong relationships with board members, donors, clients, partners, ELT members and Foundation staff.
• Facilitates effective communication between the CEO, ELT, board members, and key stakeholders.

Project Management:

• Assists with the coordination of special projects and initiatives led by the CEO and ELT, including governance-related projects.
• Tracks deadlines, milestones, and deliverables, ensuring progress is reported regularly.
• Supports cross-functional teams and assist in project documentation and reporting.

QUALIFICATIONS

• Bachelor’s degree in business administration, communications, or a related field and/or equivalent work experience.
• 5+ years of experience providing executive-level support, preferably in a non-profit or healthcare setting.
• Strong knowledge of board governance practices, including familiarity with bylaws, policies, and board procedures.
• Experience supporting a board of directors, including board meeting preparation, minute-taking, and maintaining governance records.
• Experience coordinating executive leadership needs, including scheduling, project tracking, and facilitating collaboration.
• Exceptional organizational and time-management skills with the ability to prioritize and manage multiple tasks.
• Strong written and verbal communication skills, with attention to detail.
• Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• High level of discretion and professionalism in handling confidential information.
• Strong interpersonal skills with the ability to work effectively with diverse groups of people.
• Ability to work independently and collaboratively in a fast-paced environment.
• Flexibility to adapt to changing priorities and deadlines.

Additional Assets:

• Experience supporting a CEO or senior executive in a healthcare or non-profit organization.
• Familiarity with donor relations, fundraising, or board governance.
• Knowledge of Raiser’s Edge or other CRM databases.

SALARY$75,000 TO $90,000WORKING CONDITIONSThis position is based in-house at the Surrey Hospitals Foundation office located at the Surrey Memorial Hospital.WHAT WE HAVE TO OFFEROur total compensation and rewards package includes:

• Competitive salary to commensurate with your experience and skills;
• Excellent benefits through the Fraser Health plan, including extended health, dental, disability and life insurance;
• Participation in the British Columbia Municipal Pension Plan;
• Additional time off during the holidays and Summer Fridays and;
• Four weeks of vacation to start.

Surrey Hospitals Foundation actively encourages all qualified individuals to apply, including those with historical and/or current barriers to equity. We are committed to upholding and fostering diversity, equity, and inclusion in our workplace and strive to reflect in our team the diversity of the region that we and our health care facilities serve. We value the contributions and experiences that each person brings and welcome those who can further contribute to the rich diversification of knowledge and skills at our Foundation.If you face any barriers to employment and/or require accommodations during the recruitment process, please feel free to contact our People and Culture Manager in confidence.APPLICATION PROCESSIf you are interested in this exciting opportunity, please submit your application by Wednesday, January 22, 2025.We thank all applicants for their interest in this role.However, only candidates under consideration will be contacted directly.Powered by JazzHR