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Executive Assistant - Burnaby Hospital Foundation

Burnaby, BC
Full Time
2 days ago

THE ORGANIZATION: Burnaby Hospital Foundation (BHF) is the philanthropic arm of Burnaby Hospital. The Foundation was established in 1982 to raise financial resources needed for life-saving surgical, diagnostic and medical equipment, innovative tools for patient care, and other community healthcare needs. Since its inception, Burnaby Hospital Foundation has contributed more than $28 million dollars to the hospital towards equipment from over 80,000 donors in our community. The Foundation's mission is "to raise funds through community partnerships to make Burnaby Hospital the best it can be."

JOB SUMMARY: This is a temporary, 12-month position (maternity leave coverage - starting June 21, 2021) for an experienced administrative professional to make a strong contribution to the Foundation's success and Burnaby Hospital's transformation. Burnaby Hospital Foundation is looking for an executive administrative professional who has experience in supporting executive leadership and working with a Board of Trustees.


Priority Management: Coordinate and schedule the administration and workflow of the CEO's office.
•Coordinate the administrative details involved in activities, meetings, projects, etc; •Manage the CEO's meeting schedule; •Liaises with Board of Trustees, staff, volunteers, donors, media, government/elected officials, health professionals, and hospital (Fraser Health) staff and leadership.
Correspondence and Communications Support: Manage the CEO's email and mail correspondence in a confidential and timely manner.
•Daily email inbox and calendar management for the CEO; •Compose drafts and finish documents, including letters, proposals and presentations; •Schedule and coordinate meetings with stakeholders; •Prepare reports, with information gathered from several sources; •Edit and proofread; •Make travel arrangements as required; and •Prepare expense claims and other regular forms for the CEO.
Board Liaison: Manage all aspects of administration for the Board of Trustees with direction from the CEO.
•In consultation with the CEO, prepare and distribute agenda and supporting documents for meetings; •Set up for Board and Committee meetings including catering, AV, meeting materials, agendas, etc.; •Manage board lists, manuals and Board of Trustee documentation; •Act as recording Secretary for Trustee meetings, and draft and distribute minutes; •Schedule and monitor any actions or decisions; •Organize Annual General Meeting, Strategic Planning Sessions, and Committee Meetings.
Fundraising Cabinet: Provide administrative support to the Fundraising Cabinet.
•In consultation with the Director of Development, prepare and distribute agenda and supporting documents for meetings; 2. Set up for meetings including catering, AV, meeting materials, agendas, etc; •Manage Fundraising Cabinet member contact lists; •Attend Cabinet meetings, and draft and distribute minutes; •Schedule and monitor any actions or decisions; •Organize Cabinet meetings and Cabinet member meetings as necessary.
Data Management: Update and maintain databases, address books, and other records and documents.
•Update and maintain accurate donor records for the CEO's contacts, using Raiser's Edge.
    •Must have 5+ years' experience providing executive support to a senior management or C-suite role; •Must have experience with email inbox and calendar management; •Must have a high level of experience in computer software applications: Outlook, PowerPoint, Word, Excel, Adobe Acrobat (creating and editing PDFs); •Must have excellent organizational, coordination, and planning skills; •Excellent writing skills (grammar and spelling); •Ability to work under pressure and meet deadlines; •Accurate data entry skills; •Highly reliable and detail oriented; •Strong ability to apply judgment when taking action; •Prepared to respond to a fast-paced, changing fundraising environment requiring flexibility with respect to working hours; •Able to work one evening every other month; •Experience using Raiser's Edge is an asset; •Experience working in a not-for-profit or in the charitable sector is an asset.

To apply, please send a cover letter and resume to Selina Lai

Application deadline is Friday, May 21st. Applications will be reviewed as they are received. Only successful applicants will be contacted.