Executive Assistant

  • Posted:Nov 15, 2021
  • Apply by:Jan 02, 2022
  • Job Type
  • Full Time
  • Job Level
  • Experienced (non manager)
  • Location
  • Vancouver, BC
  • Impact Category
  • Other

About this position

Coast Funds is a globally recognized foundation that invests to strengthen the well-being of First Nations and the ecological integrity of the Great Bear Rainforest and Haida Gwaii. Founded in 2007, Coast Funds has approved over $100 million towards more than 400 economic development and conservation projects in the region. Coast Funds and First Nations are working to create new opportunities through strategic engagements with government, philanthropy and industry to secure the wellbeing of First Nations and ecosystems across the region —this is an exciting time to join Coast Funds to contribute to the development of this world-scale social finance organization. To see the depth of work done to date, visit their site at www.coastfunds.ca

About The Role

Reporting directly to and working closely with the CEO, the Executive Assistant is a key resource person supporting the CEO, board of directors, First Nations, and staff team. The Executive Assistant will proactively administer the governance while supporting communications, and the operations of Coast Funds.

As a key member of a small, close working staff team, the EA will collaborate and foster a high trust environment within Coast Funds and the First Nations they work in service of. Key responsibilities will include:

  • Working closely with the CEO, develop and maintain a collaborative and high trust relationship, maintaining a high degree of discretion and confidentiality.
  • Support CEO with scheduling, event and meeting coordination, editing & correspondence support, as well as administrative duties tied to ensuring proper completion of all activities.
  • Serving as the recording secretary to the board of directors, develop agendas, meeting schedules, and record minutes for board and committee meetings (using Doodle.com, Microsoft Outlook, and Microsoft SharePoint).
  • Provide timely and accurate record keeping for funding applications and related correspondence including correspondence with First Nations on funding allocation reports and notice of upcoming application deadlines
  • In collaboration with the CEO and Communications Manager, administer and distribute the Chair’s quarterly letters and annual reports from the board to Members and Funders.
  • Support the Communications Manager with intermittent reviews of web content, contributing refreshed webpage content to ensure information is current and meets the needs of First Nations and Coast Funds.
  • Ensure timely record keeping and accurate data entry for all contact updates in Salesforce, Mailchimp (Talking Stick e-subscribers), and Wordpress (project story contacts).
  • Working in partnership with other staff, maintain successful and collaborative relationships with First Nations across the Great Bear Rainforest and Haida Gwaii region.

Who You Are

Finding the right Executive Assistant is never easy.

For this role, we are looking for a seasoned administrator backed by 5+ years of related experience in progressively more responsible and complex administrative position(s), including experiences supporting senior management and/or board members.

As the ideal EA for Coast Funds, you approach your work with the CEO as a true partner; you offer your perspectives, knowledge, and experience to help the CEO and management staff to make informed business decisions. Other experiences include:

  • Proven track record of managing confidential client information and corporate file systems with integrity and professionalism.
  • Experience working in a small, multi-faceted, organic team environment where you are involved in many tasks.
  • Strong word processing skills using Microsoft Word, Excel and Adobe Acrobat.
  • Experience with customer relationship management software such as Salesforce would be an asset.
  • Experience working with First Nations, Indigenous communities, or rural economic development would be an asset as would familiarity with the Great Bear Rainforest and Haida Gwaii region and coastal First Nations.
  • Strong interpersonal skills to create a clear understanding of expectations; address escalated challenges and issues, and to positively represent the organization to clients and stakeholders. Always a team player with a positive attitude when handling complex situations. 
  • Meticulously detailed, organized and motivated. Able to move tasks/projects with multiple players to balance priorities and produce results in a deadline-driven work environment.


Coast Funds’ competitive benefits package includes a flexible health and dental plan, RRSP contribution, committed colleagues, a culture of innovation, and the sense of accomplishment that comes contributing to a small team that’s working hard to make a difference in BC’s coastal communities.


Interested EA candidates with the experience, drive and leadership that Coast Funds is looking are encouraged to apply with your resume and cover letter in strict confidence through the WMC site at careers.wmc.ca

For more information feel free to contact Kataneh Sherkat at katanehs@wmc.bc.ca or Max Mollineaux at maxm@wmc.bc.ca

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