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Job Details

Job Number:  37874
Job Posted: Wednesday, 6 September 2017
Closing Date: Wednesday, 4 October 2017
(45 days ago)
Open Door Group
Region: Vancouver & Lower Mainland Type: Full time
Location: Vancouver Salary: Dependent upon education & experience

1.0 FTE Executive Assistant to the Chief Operating Officer

Job Code 2017 - EACOO


Position status:                Full Time, Permanent                    

Location:                             Vancouver

Union:                                  Exempt               

Reports to:                         COO

Salary:                                  Dependent upon education & experience


Position Scope


The Executive Assistant to the Chief Operating Officer (COO) is a high-level administrative position that works closely with the COO to help execute the organization’s operational goals.  The Executive Assistant to the COO helps guide the top level of the organization, works on key strategic initiatives, and participates in strategic development. 


The position helps lead operational projects, and supports the COO’s work with Open Door Group’s Management Team.  An important responsibility is to ensure that operational information is communicated in a timely, accurate and appropriate manner. 


The Executive Assistant manages the COO’s daily time, correspondence, and travel to ensure that the COO is focused on tasks that service key operational priorities for the organization.  The position is also responsible for administrative duties related to operations, which may include note-taking, facilitation, research and legal support.


Key Responsibilities:


  • Support the COO in the administration and operation of service delivery, development projects, and activities that further the mission of Open Door Group, and its strategic goals and objectives, ensuring confidentiality at all times.
  • Support the day-to-day activities of the COO, including the scheduling and prioritizing of work assignments, preparation for meetings and events, and coordination of travel.
  • Support the COO’s participation in staff meetings, departmental meetings, Management Team meetings, and Board of Directors meetings; take notes and follow up action items related to such meetings.
  • Develop and maintain appropriate documents and filing systems, ensuring compliance with records retention procedures related to:
    • Corporate registration documents and contracts database
    • Original and routine correspondence, documents, and reports
  • Provide confidential and administrative support to the COO through the preparation of agendas, schedules, and meeting materials.
  • Balance conflicting priorities in order to manage workflow, ensuring the completion of essential projects and meeting deadlines.
  • Screen, coordinate and support the flow of information to and from the COO, ensuring the COO is apprised of issues and activities relevant to his or her portfolio.
  • Follow up on incoming issues and concerns addressed to the COO, including those of a sensitive and/or confidential nature.
  • Lead or participate on project teams related to a range of operational matters (example: property acquisition/lease negotiation, facilities management, CARF accreditation, etc.), providing constructive input to facilitate project planning and implementation. Assist in the identification of resources required, costs, benefits, and timelines.
  • Create and edit presentations, documents and reports for the COO as required.
  • Develop relationships with key operational contacts, both internal and external.
  • Pitch in with office management responsibilities as a true team member.
  • Supports leadership team with special projects and duties as required.


Qualifications & Requirements

Education: Two year diploma in Business Administration from a recognized College/University.


Experience: 3+ years working in an administrative capacity; or combination of experience and education.


Skills & Expertise: Demonstrated advanced administration skills and proficiency with Microsoft Excel, Word and Power Point / general computer literacy.  Experience facilitating meetings and comfort with engaging new stakeholders.  Keen attention to detail with the ability to track and manage multiple projects simultaneously.  Demonstrated experience managing projects, with the proven ability to act efficiently on last minute projects.


Communication: Must demonstrate excellent written and oral communication skills, as well as strong organizational and analytical skills.  Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders. Must also demonstrate ability to maintain confidential/sensitive information.


Personal Characteristics: Self-starter with demonstrated ability to work both independently and within a team.  A proactive and solution oriented approach, with a genuine belief in Open Door Group’s mission.  Exercises excellent judgment, discretion, and diplomacy. 


Hours of Work:                 36 hours per week, plus the ability to work flexible hours when required.

Date Posted:                      September 5th, 2017

Closing Date:                     Open Until Filled

Starting Date:                    To be confirmed

Submit Resume to:        




How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Please submit resume and cover letter as attachments via email.
Contact Details:
Leah Wall
Open Door Group
30th East 6th Ave
Vancouver , BC, V5T1J4

Tel: 250 434 9441

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