Executive Assistant

Our Organization

At SHARE, we exist to Connect, Engage, and Strengthen individuals and families. As an accredited non-profit, community-based organization, we provide leadership and programs that respond to the vital social needs of the Tri-Cities and beyond. Our sister society, 43 Housing, provides nearly 400 units of affordable housing for seniors, families, and adults with disabilities.

To learn more about SHARE Family & Community Services:

• watch this video https://vimeo.com/316966573
• Visit our website at  https://sharesociety.ca/

The Role

Are you a highly organized and trusted professional who thrives in a fast-paced environment and takes pride in keeping leaders focused on what matters most? Do you excel in roles that require sound judgement, confidentiality, and a high degree of discretion?

We are seeking a proactive and dependable Executive Assistant to support our CEO. This is more than an administrative role—it’s an opportunity to be a key partner in advancing an organization that makes a meaningful difference in the community every day.

Why You’ll Love Working Here

Purpose-Driven Work: The knowledge that your work directly supports social services for the most vulnerable members of our community.

Total Rewards: We take care of the people who take care of our community.

• Salary: $70,000 per year.
• Work-Life Balance: 4 weeks of annual paid time off to recharge, plus all BC statutory holidays, plus an additional 2 paid days for Easter Monday and Boxing Day.
• Security: Enrollment in the Municipal Pension Plan (MPP).
• Wellness: 100% employer-paid health, dental, life, and long-term disability.

Flexibility: Start and end times can be adjusted to fit your scheduling preferences and needs.

Key Impact Areas

Executive Support & Calendar Management

• Strategic Scheduling: Act as a proactive gatekeeper, managing the flow of information, optimizing calendar schedule, filtering meeting requests, and keeping CEO apprised of critical issues and activities.
• Meeting Preparation: Prepare briefing materials, agendas, presentations, and background research for internal and external meetings to ensure the CEO is fully prepared.
• Communication Liaison: Manage incoming correspondence (email, phone, mail) on behalf of the CEO, drafting responses, prioritizing inquiries, and redirecting matters to appropriate department directors.

Board of Directors & Governance Liaison

• Governance Support: Coordinate the preparation of Board packages, ensuring they are distributed to members and uploaded to the Board portal well in advance of meetings.
• Meeting Documentation: Record accurate minutes for monthly Board meetings, biweekly Senior Leadership Team meetings, biweekly Director-CEO meetings, and other committee sessions as required; ensure timely distribution of records.
• Stakeholder Engagement: Act as the primary administrative liaison for the Board of Directors, ensuring consistent, professional communication and collaboration with internal and external individuals at all levels.

 Administrative, Operational & Project Support

• Act as a liaison between the CEO’s office and the leadership team to ensure project alignment and monitor progress on critical organizational deliverables.
• Perform a range of administrative and clerical duties involving sensitive/confidential material for the CEO, senior management, and the Board of Directors.
• Assist with the upkeep of the agency website as needed; provide planning, coordination, and in-person support for agency stakeholder events (e.g., Annual General Meeting, donor/volunteer appreciation events).
• Actively participate in assigned agency committees to support broader organizational goals and ensure alignment with the CEO’s office.

Stakeholder Engagement & Strategic Liaison 

• Serve as a primary point of contact for key partners and high-level donors, ensuring consistent and professional engagement that aligns with the CEO’s priorities.
• Orchestrate the flow of information regarding high-stakes meetings, board sessions, and exclusive events, ensuring all parties are briefed and prepared.
• Proactively manage outreach and follow-up with external stakeholders to cultivate long-term partnerships and organizational goodwill.

What You Bring

• A relevant degree or diploma program in Business Administration or a related field.
• Minimum of 3 years of experience in an executive-level administrative role.
• Strong understanding of non-profit Board governance, structures, and administrative processes; experience in the social services/non-profit sector is an asset.
• Excellent verbal and written communication skills, with strong business writing ability.
• Highly developed analytical and problem-solving skills, with the ability to exercise sound judgement, prioritize effectively, and manage complex administrative matters with discretion.
• Advanced proficiency in Microsoft Office Suite and Adobe applications.
• High level of professionalism, diplomacy, and strict commitment to confidentiality, particularly regarding sensitive organizational, personnel, and labour relations matters.
• Ability to remain composed under pressure and manage competing priorities in a dynamic, multi-site environment.
• Flexibility to support key organizational events (e.g., AGM, Board meetings) and work outside regular business hours as required.

The Logistics

• Status: Full-Time, Exempt.
• Location: Port Coquitlam
• Availability: Monday to Friday, regular hours with some evening/weekend flexibility for key meetings or cycles.
• Start Date: Immediately – we’re ready for you!

Closing Date: May 15, 2026 (open until filled)

Equity & Inclusion

SHARE recognizes the systemic discrimination that Black, Indigenous, Persons of Colour and many other groups have historically experienced, and continue to face in our society, and in our community.  SHARE is committed to being an inclusive, welcoming and unbiased employer. Multilingual skills and multicultural competence are assets.