Executive Assistant - #452703

ABOUT US

Variety – The Children’s Charity is on a mission to help every child with complex healthcare needs fulfill their unique potential. Through providing essential support and resources, including medical and mobility equipment, specialized therapies, expert tutors and counsellors, mental health counselling, vital assessments and supporting early childhood intervention, we empower extraordinary children to overcome barriers and thrive. Our work makes a profound difference in the lives of families across British Columbia.

Last year, over 15,000 children and youth in approximately 250 communities across the province received support from Variety that transformed their daily realities and changed the trajectory of their lives for the better. We firmly believe in the power of diversity, respecting and valuing every child for who they are. We believe that every child has the right to live in an inclusive world and we are working to help build that world.

THE OPPORTUNITY

We are looking for an Executive Assistant who shares that vision of an inclusive world and wants to make a meaningful impact to our mission. The Executive Assistant role is a dynamic, high-trust opportunity for a purpose-driven, detail-oriented professional who wants to be at the heart of a fast-paced, high-impact organization. As Executive Assistant to the CEO, you will be an essential partner to the CEO and a key enabler of leadership effectiveness, donor relationships, and organizational success. The Executive Assistant is highly organized, proactive, and resourceful, supporting the CEO and providing administrative support to the organization as needed. This key role will provide comprehensive administrative support to the CEO, manage executive communications, and ensure smooth operations within the office and building.

ROLE AND KEY RESPONSIBILITIES

Executive Support

• Manage the CEO’s dynamic calendar, prioritize requests, and coordinate meetings and engagements with precision.
• Prepare and edit briefings, correspondence, presentations, and donor communications with accuracy and professionalism.
• Serve as a trusted liaison between the CEO and internal/external stakeholders including board members, donors, partners, volunteers, and families.
• Coordinate and track follow-ups, ensuring the CEO’s time and relationships are stewarded with excellence.
• Support the CEO in stewarding donor relationships by preparing backgrounders, updating CRM records, and tracking next steps and engagement strategies.
• Draft call reports, donor follow-ups, and proposals with input from philanthropy staff.
• Lead special projects and provide strategic administrative support to advance organizational goals.

Board and Governance Support

• Coordinate logistics for Board of Directors and Committee meetings, including scheduling, agenda setting, minutes, and preparation of board materials.
• Ensure timely follow-up on board action items and maintain governance records.
• Act as a key point of contact between the CEO and the Board, supporting positive, transparent relationships.

Operations and Office Management

• Act as the primary liaison and manage building management coordination with vendors including maintenance coordination, emergency response planning, tenant relations, and financial management.
• Oversee maintenance requests, office access, health & safety protocols, and space planning logistics.
• Support IT and operational teams in maintaining a safe, professional, and functional office environment
• Liaise with departments to ensure alignment and communication of CEO directives and priorities.
• Maintain systems for tracking correspondence, follow-ups, and strategic priorities.
• Providing reception coverage as needed.
• Support organizational operations and work closely with the Director of Finance & Operations on administrative projects as requested.

ESSENTIAL QUALITIES AND EXPERIENCE

• A clear passion for Variety’s vision to see every child with complex health needs fulfil their unique potential and to create an inclusive world where no child is left behind.
• Minimum 7 years of experience providing high-level administrative support, preferably in a non-profit, charitable, or executive office environment.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills, with attention to detail and professionalism.
• Proactive in anticipating and responding to team’s needs and managing multiple and changing priorities.
• Ability to build new and long-term relationships with prospects, donors, and volunteers.
• Proficiency with donor database and systems.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant technology tools (e.g., CRM systems, project management software).
• Proven ability to work independently and collaboratively in a team environment.
• Ability to work in a fast-paced environment on their own and within a team.
• A positive and responsive attitude.
• A high level of professionalism, discretion, and emotional intelligence.
• Flexible to work on a variety of tasks and projects.
• Commitment to the values of diversity, equity, and inclusion.

JOIN US

At Variety, we value diversity in all its forms and encourage all qualified individuals to apply. We believe that a team enriched by different cultures and perspectives makes us stronger. We are committed to fostering an inclusive and respectful environment where everyone’s voice is heard and respected. If you are ready to make an impact and inspire change in the lives of children across BC, we invite you to apply.

This position is based in our office located in Burnaby, B.C. with a hybrid and flexible workplace experience (two days in office preferred). Variety offers a competitive compensation and benefits package and rewarding employment experience where your contributions make a difference.

Salary range: $58,000 - $70,000 per year

To apply, please send a resume and cover letter to [email protected]