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Job Details

Job Number:  41226
Executive Assistant to the Vice President, Operations
Job Posted: Friday, 19 January 2018
Closing Date: Friday, 16 February 2018
(5 days ago)
Asia Pacific Foundation Canada
Region: Vancouver & Lower Mainland Type: Full time
Location: Vancouver Salary: (not entered)

The Asia Pacific Foundation of Canada (APF Canada) is looking for a highly organized, self-motivated Executive Assistant to support the Vice President, Operations. By using your exceptional written and verbal communication skills, you are responsible for managing the administrative and communication functions associated with the office of the Vice President. This includes maintaining necessary records, assisting with budget formulation and oversight, and liaising with the office of the Vice President, Research and Programs, and the office of the President as well as other parts of the Foundation. The position is based in Vancouver, BC.


Major Responsibilities

  • Providing confidential and executive support primarily to Vice President, Operations, and when required, for the President and CEO.
  • Supporting the Vice President, Operations on administration: e.g., budget management and oversight, conducting research, minute taking, writing correspondence, calendar management, and expense claim reports.
  • Facilitating flawless communication within the executive team by being proactive and thoroughly following up on all requests; including coordination of communication between the research and programs and organizational teams, and relevant meetings.
  • Preparing the Vice President for all meetings and events by organizing and printing materials in advance, preparing talking points and presentations.
  • Preparing reports, letters, agendas, concept notes and presentations for internal and external use, and providing planning and coordination support to the Foundations’ projects and special events, such ABLAC.
  • Supporting the Vice President on the planning of meetings of the Board, the Executive Team, Committees and associated working groups; including draft agendas, notifying members, arranging for meeting space and other requirements
  • Recording and distributing minutes of the above meetings and overseeing administrative items identified, and ensuring follow up, project management and completion of board motions.
  • Other duties as assigned in support of APF Canada.  

Desired Skills and Abilities

  • Excellent computer skills including proficiency in MS Office, PowerPoint and Excel. Good understanding of Adobe Acrobat, InDesign, Photoshop and Raiser’s Edge Database.
  • Ability to research information and summarize key details.
  • Superior organizational, time management and multi-tasking ability.
  • Persuasive and accurate written and verbal communication skills.
  • A “team player” who is positive, proactive, personable and willing to pitch in as needed.
  • Exceptionally detail orientated and organized.
  • Displays tact, professionalism and is able to work with organizationally sensitive projects ensuring confidentiality. 

Education and Experience

  • 5 plus years' relevant experience in a professional, fast-paced and deadline-driven environment.
  • Master or undergraduate degree in related field degree such as, business administration or equivalent in related subject area. OR an equivalent combination of experience, education and training.
  • Previous work experience in governments, think tanks, policy advocacy groups and organizational boards is an asset.
  • Project and event management experience is an asset.

APF Canada is committed to employment equity practices and welcomes applications from all qualified candidates with the legal right to work in Canada. Only short-listed candidates will be contacted. Thank you.  


How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
If you are interested in this position and have the required education and experience, please send a letter of interest, and CV in one document to Asia Pacific Foundation of Canada by email to not later than February 2nd, 2018. Please include “Executive Assistant” in your subject line.
Contact Details:
Angie Hsu
Asia Pacific Foundation Canada
900 - 675 West Hastings Street
Vancouver, BC, V6B 1N2

Tel: (604) 630-1555
www:   www.asiapacific.ca/about-us/employment-opportunities#exec

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