Executive Assistant to the CEO

Chemistry Consulting Group has been retained by The David Foster Foundation to assist in searching for an Executive Assistant to the CEO to join their organization.

The Executive Assistant at the David Foster Foundation plays a crucial role in providing confidential, high-level executive support to the CEO to help streamline daily operations, manage schedules, and facilitate smooth communication across the executive team.  The position involves being a resourceful and detail-oriented assistant with a “can-do” attitude who is continuously thinking ten steps ahead and putting those steps into action.

Key Responsibilities

• Manage the CEO’s day, anticipate requests and information needed to ensure that they are prepared, and that the days operate smoothly and efficiently with minimum surprises
• Maintain an active calendar of appointments as well as extensive, and at times complex, travel arrangements
• Arrange travel and provide detailed itineraries as well as documents for travel related meetings
• Serve as the key point of contact for the CEO’s administrative needs, ensuring smooth communication and task execution
• Assist the CEO in creating messaging for communications, public statements, and Foundation-related materials
• Manage general inquiries through phone, email, and in-person communication, ensuring timely and professional responses
• Schedule and host internal and external team meetings, ensure clear agendas, take minutes when needed, and follow up on action items
• Manage multiple competing priorities and take initiative to find/propose solutions to problems as they arise
• Research, extract and compile data for the CEO as needed
• Compose and prepare correspondence (presentations, memos, emails) as needed
• Maintain discretion regarding confidential information that passes through the CEO’s office
• Assist with various projects as needed

Education and Experience

• High school diploma with relevant post-secondary certificate, diploma or degree
• Minimum 5 years’ experience as an Executive Assistant to a senior executive or entrepreneur, including experience managing complex travel and meeting schedules
• Experience in a non-profit or charitable organization an asset

Skills and Abilities

• Flexible self-starter with the ability to work efficiently, manage time effectively, and stay organized in a fast-paced environment
• Excellent interpersonal and written communications skills
• Excellent project management abilities, with experience handling multiple tasks, deadlines, and working with a diverse team
• Highly organized with strong attention to detail, especially in scheduling and managing logistics
• Proficient in Microsoft Office Suite, social media platforms, Outlook, project management tools. Resourceful and strategic thinker
• Tactful, diplomatic and comfortable with confidential information
• Self-motivated and ability to work with minimum supervision
• A positive attitude, a collaborative spirit, and a passion for supporting the organization’s mission
• Ability and ease to interact with high profile clients, business owners and executives
• Ability to work flexible hours including some evening and weekend work
• Valid Class 5 BC driver’s license and a clean driving record

David Foster Foundation provides financial support to Canadian families with children in need of life-saving organ transplants.  The foundation also assists families with their non-medical expenses. Public awareness and education is key for the foundation in spreading the word on the importance of becoming a registered organ donor in Canada and in the United States.  The David Foster Foundation is a non-profit charitable organization that for the past 38 years has assisted over 1,450 families. 

Work Location:

• Hybrid workplace where staff are able to work from home and from the Victoria head office.

To apply to this position, please respond by email to careers@chemistryconsulting.ca by submitting an up-to-date resume and cover letter, detailing your experience and qualifications.  In your email please include EXECUTIVE ASSISTANT / DFF in your subject line.