Executive Administrator & Personal Assistant to the CEO

Job Title: Executive Administrator & Personal Assistant to the CEO

Company: Vancouver Chinatown Foundation for Economic Revitalization

Location: 168 East Pender Street, Vancouver, BC V6A 1T5

Reports to: CEO

Background

The Vancouver Chinatown Foundation for Economic Revitalization is a dynamic and growing

organization committed to preserving the culture and heritage of Vancouver’s historic Chinatown.

We are looking for a motivated and adaptable Executive Administrator & Personal Assistant to

the CEO who is willing to take on a flexible and diverse range of tasks. This is an exciting

opportunity for a highly organized, energetic, and proactive individual to work directly with the CEO,

ensuring her success both personally and professionally.

Primary Responsibilities

As the Executive Administrator & Personal Assistant to the CEO, you will be at the heart of the

Foundation’s operations, providing comprehensive support across all areas of the CEO’s

professional and personal life. Your role will be dynamic, with a primary focus on organizing,

managing, and handling complex administrative tasks, while providing support for both long-term

initiatives and daily projects.

You will play a key role in the CEO’s team, requiring a thorough understanding of her working style,

personality, and both her and the organization’s needs. Your success will be defined by your ability

to keep the CEO organized, focused, and performing at her highest potential while supporting the

organization’s goals.

Key Responsibilities

• Problem-Solving: Take ownership of complex challenges, addressing issues proactively

and resolving those brought to you by the CEO. Assess situations, coordinate with relevant

stakeholders, and implement effective solutions, escalating to the CEO only when

necessary.

• Personal Assistant Support: Provide seamless support by assisting with a diverse range of

personal tasks, ensuring the CEO’s work-life balance is maintained and daily responsibilities

are managed efficiently.

• Communication: Serve as a liaison for the CEO, managing communication with external

stakeholders, internal teams, and other individuals at all levels of seniority as necessary.

Ensure all interactions reflect the CEO’s standards of professionalism

• Administrative Support: Provide executive-level administrative assistance, including

handling correspondence, preparing reports, and coordinating logistics for internal and

external stakeholders.

Unit 300, 127 East Pender Street, Vancouver BC V6A 1T6

• Project Management: Take the lead on projects and initiatives as assigned, managing all

associated timelines and deliverables. This includes organizing events, preparing

presentations, and ensuring all necessary materials are ready for meetings.

• Calendar Management and Expense Tracking: Ability to manage the CEO’s calendar

effectively in accordance with the CEO’s priorities, proficient in using spreadsheets to track

multiple expense threads efficiently.

Requirements

• Problem Solver: Ability to proactively identify and resolve challenges, ensuring smooth

operations and supporting the CEO’s strategic goals.

• Resourceful: Ability to identify needs and act proactively to solve problems.

• Flexible & Adaptive: Willingness to adjust priorities and tasks according to the CEO’s

evolving needs. Comfortable working outside of traditional office hours as required.

• Detail-oriented & Efficient: Exceptional organizational skills, the ability to manage complex

scheduling, and an excellent memory for important details.

• Strong Communication Skills: Excellent written and verbal communication skills with the

ability to handle sensitive information professionally.

• Tech-Savvy: Proficient in the use of digital tools (email, spreadsheets, project management

software), and the ability to quickly learn new systems.

• Experience and Education: Relevant post-secondary education in a related field such as

Business Administration or Management with some experience in executive or personal

assistance preferred but not necessary.

What We Offer

• Full benefits package.

• Competitive salary ($65,000-$85,000, commensurate with experience)

• The opportunity to work on meaningful projects that contribute to the social purpose of

the Foundation.

• A collaborative, supportive office culture where your contributions will have a direct

impact.

• The opportunity to develop professionally in a growing organization with a strong

sense of community.

Culture & Environment

You will be working in a team-oriented, fast-paced environment, where flexibility and adaptability are

essential. The CEO relies on a highly trusted, collaborative assistant who can anticipate needs,

remain organized, and is ready to step in when required. You will be expected to be detail-oriented,

proactive, and adaptable to various tasks, ensuring the CEO can focus on the broader goals of the

Foundation.

How to Apply

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Unit 300, 127 East Pender Street, Vancouver BC V6A 1T6