Special Projects & Executive Assistant

About this position

Special Projects & Executive Assistant

What if you could work every day with a renewed sense of purpose and direction, confident that your work enhances the quality of life, health, and well-being of people living with cancer and their families? Bring your passion for organization, innovation, communication, building relationships, and team support to InspireHealth. We have an exciting opening for a talented, dynamic, and experienced Special Projects & Executive Assistant to join our team in this full-time permanent position at our Vancouver centre.

In this critical role, the Special Projects & Executive Assistant will work closely with the CEO and provide high-level administrative excellence and initiative. This includes executive support for Board and Society matters, special projects, HR and other high-level operations support. You are highly organized, self-motivated, and excited by diverse opportunities and challenges. Of course, you have exceptional people skills - including excellent communication, teamwork and presentation skills. You are technical and analytical, comfortable navigating technology and spread sheets. You work with integrity, self-responsibility, and accountability. You thrive when you work independently and are skilled at being a contributing and influential member of a multi-disciplinary team. If your next job is a role that combines challenge, growth, and a chance to make a real impact, look no further!

A Little A Little About Us

InspireHealth (https://inspirehealth.ca/) is a Canadian leader in supportive cancer care. For over 25 years, we have enhanced the quality of life, health and well-being of people living with cancer as well as provided support for caregivers. We offer life-changing, one-on-one and group support including exercise therapy, stress management, nutrition support, and counselling services. We provide programming in-person through our Centres in Vancouver, Victoria, and Kelowna, virtually across British Columbia and Canada, and through outreach in communities such as Kamloops. We are a not-for-profit organization partially funded by the BC Ministry of Health.

A Little About You

You will show us that you have:

• A diploma or undergraduate degree in office administration, business, management, communications, or a related discipline
• Previous experience as a leader in an administrative role or have the moxy and skills to advance your career to this level
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Ability to work collaboratively with a broad range of stakeholders, including donors, Board members, volunteers and staff
• Experience with Board administrative procedures, including preparing for and coordinating Board meetings and Annual General Meeting planning.
• Excellent technical skills in Windows-based systems (including Windows, MS Word, Excel, Teams, and PowerPoint), electronic medical records, and software platforms for virtual meetings and presentations
• Exceptionally talented in networking and communications including written, verbal, and presentation skills
• Experience in project management is an asset

• Completes a wide variety of tasks that facilitate the CEO’s ability to effectively lead the organization, including:
  • Overseeing planning and deliverable cycles by collaborating actively with the executive team to make sure projects are completed accurately and on time.
  • Developing impactful correspondence, documents, and presentations under the CEO's guidance, showcasing your exceptional written communication. This includes drafting and editing presentations, documents, and reports. Strong Excel skills are a must in this role.
  • Managing the organization’s calendar of key events and initiatives and coordinating with internal stakeholders to track and report on progress.
  • Collaborating with the executive team to prepare reports and other materials for key meetings.
  • Composing internal/external correspondence in addition to answering and routing correspondence and helping triage actions and responses, as necessary.
  • Managing the CEO’s calendar, working closely with external partners, vendors and stakeholders to schedule meetings and coordinate logistics.
  • Planning and coordinating travel arrangements and completing expense reports and other administrative tasks, as required.
  • Supporting special events and projects, as required.
• Supports the CEO in stewarding key external stakeholders and relationships with poise, thoughtfulness and a fine attention to detail.
• Maintains confidentiality and handles sensitive information with discretion and professionalism

• Provides exceptional executive HR Support (e.g., contracts, team development, talent assessments) and manages HR issues in a confidential and professional manner
• Liaises with an external HR consultant, as required, on HR matters
• Works with the CEO on the development of the annual HR plan
• Maintains staff HR manual and works with CEO to update policies
• Oversees staff annual review process
• Supports planning and coordinating of team events

• Supports CEO as Board liaison and responds to correspondence and inquiries from Board members.
• Supports Board & Committee meetings including:
  • Scheduling and coordination of meetings including logistics, distribution of board materials, catering, etc.
  • Preparing agendas, presentations & briefing materials.
  • Facilitating approval of minutes and document filings, as required.
• Coordinates activities to achieve Board approval in the timeframe required to meet annual budget, planning and reporting cycles
• Oversees AGM planning including:
  • Creating and managing AGM timeline.
  • Working with internal stakeholders on annual Society membership drive.
  • Creating AGM materials – notice to members, proxy, draft agenda, script, etc.
  • AGM meeting support.

• Understands and applies privacy requirements and standards for records management
• Is the trusted manager of highly sensitive and confidential information, demonstrating utmost integrity and maturity in handling daily activities that impact the CEO and the organization
• Oversees training to InspireHealth team to ensure privacy standards are observed
• Stays current on privacy standards and best practices for records management

• The opportunity to apply your fabulous skill set and grow your career
• Competitive package with excellent benefits, including health and dental, health spending account and Employee Assistance Program
• Competitive paid vacation leave
• Paid sick leave
• Training and professional development opportunities
• Business casual attire
• A collaborative and supportive work environment 
• A commitment to work/life balance
• Central, lively location (Cambie/Broadway) close to shopping, dining and public transit, including Skytrain
• A welcoming, caring, and respectful team culture that values diversity, equity, and inclusion
• A rewarding workplace experience where you know you are making a difference every day
• An opportunity to start every morning with a team mindfulness activity
• Inspiring support from our accomplished Board of Directors and Advisory Board
• Salary range for this position: $28/hr - $33/hr, depending on experience.