Executive Assistant

IMPORTANT! This role requires full-time hours from 11 p.m. to 7:30 a.m. Manila time, Monday night to Saturday morning (or 8 a.m. to 5:30 p.m. M-F Vancouver time). Do NOT apply if you cannot work these hours.

We are seeking a highly organized and detail-oriented Executive Assistant to support the President and CEO of a woman and visible-minority-owned healthcare provider located in the Vancouver, Canada region. The ideal candidate will have a proven track record of managing complex schedules, coordinating executive activities, and handling confidential information with discretion. This role demands excellent communication skills, as you will be a liaison between the President and various internal and external stakeholders.

Key Responsibilities:
• Manage and maintain the President’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate logistics for meetings, including preparing agendas, distributing materials, and recording minutes.
• Handle e-mail correspondence directed to the President, ensuring timely responses and prioritization of communications.
• Manage e-mail filing into different folders.
• Support the President in daily administrative tasks, including document preparation, presentation creation, and report generation.
• Act as a liaison between the President, key executives, and external partners to ensure seamless communication and project coordination.
• Manage special projects and initiatives as directed by the President, ensuring deadlines are met and goals achieved.
• Occasionally assist in filing/uploading files to a SharePoint-derived document management system. (We will train)
• Produce notices, announcements, blog articles, and other information as needed that will be uploaded to the company website and intranet. (We will train if necessary)
• Maintain a high level of confidentiality regarding the business operations and strategic initiatives of the organization.

Requirements:
• Bachelor’s degree in Business Administration, Communication, or a related field.
• Minimum of 3 years of experience in an executive support role, preferably within the healthcare industry.
• Exceptional organizational and time management skills.
• Strong proficiency in MS Office Suite and other administrative tools.
• Excellent verbal and written communication skills.
• Ability to handle multiple tasks simultaneously.
• Demonstrated ability to think proactively and prioritize work.

Desired Qualities:
• High degree of professionalism and discretion.
• Flexible and adaptable to meet the dynamic needs of the role.
• Proactive problem-solver with a keen attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.