A consulting firm is seeking an Executive Assistant to the CEO based in Victoria, BC. This role requires a proactive individual who can manage a busy schedule and support the executive team effectively. The ideal candidate will have over three years of administrative experience, excellent organizational skills, and the ability to thrive in a fast-paced environment. This position also includes assisting with public awareness and education on organ donation as part of a charitable foundation's mission. #J-18808-Ljbffr
In Office Position based in Victoria, BCChemistry Consulting Group has been retained by David Foster Foundation (DFF) to lead the search for their next Executive Assistant to the CEO. DFF provides financial support to Canadian families with children in need of life-saving organ transplants. The foundation also assists families with their non-medical expenses. Public awareness and education are key for the foundation in spreading the word on the importance of becoming a registered organ donor in Canada and in the United States. DFF is a non-profit charitable organization that for the past 38 years has assisted over 1,450 families.We are seeking a highly capable Executive Assistant to support a busy CEO in a fast-paced, dynamic environment. This role requires a true self-starter who thrives on responsibility, anticipates needs, and operates with a high degree of professionalism, discretion, and attention to detail. This role is ideal for someone who enjoys being at the center of activity, values excellence, is dedicated to their work and takes pride in enabling a CEO to operate at the highest level of efficiency.Based in the head office of DFF in Victoria, BC, the Executive Assistant plays a crucial role in providing high-level executive support to the CEO to help streamline daily operations, manage schedules, and facilitate smooth communication across the executive team. The position involves being a resourceful and detail-oriented assistant with a “can-do” attitude who is continuously thinking ten steps ahead and putting those steps into action.Key ResponsibilitiesProvide comprehensive, highly responsive administrative support to the CEO, managing a complex and frequently changing scheduleManage the CEO’s day, anticipate requests and information needed to ensure that they are prepared, and that the days operate smoothly and efficiently with minimum surprisesCoordinate meetings, travel, and events, including preparation of materials and follow-up on action itemsServe as a primary point of contact, ensuring timely, accurate, and professional communication with internal and external stakeholdersAssist the CEO in creating messaging for communications, public statements, and Foundation-related materialsManage general inquiries through phone, email, and in-person communication, ensuring timely and professional responsesSchedule and host internal and external team meetings, ensure clear agendas, take minutes when needed, and follow up on action itemsManage multiple priorities simultaneously, maintaining organization and accuracy under pressureResearch, extract and compile data for the CEOCompose and prepare correspondence (presentations, memos, emails)Handle sensitive and confidential information with sound judgment and discretionSupport evening and weekend commitments as required, be able to work flexible hours and be accessible off hours as neededAssist with various projects as neededEducation and ExperienceHigh school diploma plus post-secondary education in a relevant disciplineMinimum 3 years’ experience as an Administrative Assistant to a senior executive or entrepreneur, including experience managing complex travel and meeting schedulesOrAn equivalent combination of education and transferable experienceExperience in a non-profit or charitable organization an assetSkills and AbilitiesProven self-starter with the ability to work independently and take initiativeExceptional organizational, multitasking, and time-management skillsHighly attentive, responsive, and detail-orientedComfortable working flexible hours, including evenings and weekends, and able to be accessible and responsive off-hours as neededThrives in a busy, high-energy environment and enjoys managing a demanding workloadStrong written and verbal communication skillsProfessional demeanor with a proactive, solutions-oriented mindset. Resourceful and strategic thinkerStrong written and verbal communications skillsExcellent project management abilities, with experience handling multiple tasks, deadlines, and working with a diverse teamProficient in Microsoft Office Suite, social media platforms, Outlook, and project management toolsTactful, diplomatic and comfortable with confidential informationA positive attitude, a collaborative spirit, and a passion for supporting the organization’s missionAbility and ease to interact with high profile clients, business owners and executivesValid Class 5 BC driver’s license and a clean driving recordTo apply to this position, please respond by email to careers@chemistryconsulting.ca by submitting an up-to-date resume and cover letter, detailing your experience and qualifications. In your email, please include EXECUTIVE ASSISTANT / DFF in your subject line. #J-18808-Ljbffr
