Executive Assistant

Organization OverviewSurrey Hospitals Foundation is the official health care foundation individuals and families residing in Surrey and the surrounding Fraser Valley communities. Thanks to donors' generosity, we help fund every one of our region's major health facilities, including Surrey Memorial Hospital and the Jim Pattison Outpatient Care and Surgery Centre. We also support and fund the Czorny Alzheimer Centre and many specialized community programs for newborns, children, adults, and seniors. Our Surrey healthcare campus provides health care for every stage, from birth to the end of life. To learn more about us, please visit Surrey Hospitals Foundation.We acknowledge that we operate, live and work on the traditional territories of the Semiahmoo, Katzie, Kwantlen, Kwikwetlem, Qayqayt, Tsawwassen First Nations and Metis Nations.Job SummaryThe Executive Assistant to the President & CEO (CEO) provides high-level administrative and strategic support, ensuring the smooth operation of the executive office and board governance activities. In addition to directly supporting the CEO, this role is responsible for coordinating the needs of the executive leadership team (ELT) and facilitates cross-departmental collaboration.The Executive Assistant also plays a critical role in supporting the Board of Directors by organizing meetings, managing governance documentation, and maintaining clear and timely communications with all stakeholders.ResponsibilitiesExecutive Support:Provides comprehensive administrative support to the CEO, including managing calendars, appointments, and travel arrangementsEnsures that the most important and impactful initiatives receive the necessary focus, attention and resources to drive successAnticipates the needs of the CEO by continuously monitoring ongoing projects and tasks, identifying potential issues before they arise, and staying one step aheadPrepares necessary materials or alerts, ensuring the CEO is informed and ready to tackle challengesPrepares and organizes documents, reports, presentations, and correspondence for internal and external communicationsScreens and prioritizes emails, phone calls, and requests, providing the CEO, with a daily summary and flagging urgent matters. Drafts, proofreads, and edits communications on behalf of the CEOManages confidential and sensitive information with discretion and professionalismDocuments and updates the CEO’s contacts and meeting details in the Foundation databaseDistributes meeting notifications and meeting notes to distribution lists for relevant stakeholder meetingsFacilitates signatures required on contracts, cheques and other documentsCoordinates meetings and event logistics for CEO and ELT, which includes room bookings and cateringPrepares, reconciles, submits and tracks expense reports in a timely mannerConducts research and presents findings and recommendations as requestedSchedules and prepares agendas in consultation with the ELT and takes minutes at monthly staff meetingsServes as an ambassador for the Foundation and the CEO in building and sustaining relationships with donors, volunteers and executives of other organizations and the HospitalsSets up donor meeting appointments for the ELT and sends donor meeting notificationsExecutive Leadership Team Support:Coordinates the scheduling and logistics for the executive leadership team (ELT), aligning meetings with the CEO's prioritiesPrepares, compiles and distributes materials for ELT meetings, including agendas, presentations and reports. Tracks key goals, initiatives and deadlines to ensure consistent progress on strategic projectsServes as a communication liaison between the CEO and other members of the ELT, promoting collaboration and information flowAssists in organizing leadership retreats, strategy sessions, and other team-building activitiesCoordinates and manages travel, expense reporting, and other administrative logistical needs for the CEO and ELTAssists in planning and executing internal and external events for the CEO and ELTBoard Support & Governance:Serves as the primary liaison between the CEO and the Board of Directors, providing administrative and logistical supportIn conjunction with the CEO, prepares materials for board meetings, including agendas, presentations, and briefing documentsEnsures timely distribution of board packets and reports, adhering to governance protocolsAttends board meetings to record minutes, capture key actions, and track follow-up items through completionMaintains comprehensive and up-to-date board governance records, including minutes, by-laws, orientation manuals, and board member profilesCoordinates logistical arrangements including securing venues, booking video conferences, ensures audio visual set up, and organizing travel and catering services. Supports onboarding new board members to ensure understanding of governance standards and organizational practices. Oversees management of BoardEffect, board management software, ensuring accurate uploads of materials and accessible governance resourcesOrganizes and provides administrative support for the Annual General Meeting (AGM) and other special board or committee sessionsFinance Committee SupportCoordinates Finance Committee meetings, including scheduling, preparing agendas, and distributing materials (financial statements, reports, and supporting documentation) in advanceRecord and prepare accurate minutes from committee meetings, highlighting key discussions, financial decisions and action items for follow-upProject Management:Assists with the coordination and execution of special projects and strategic initiatives led by the CEO and ELT, including governance-related effortsMonitors project timelines , milestones, and deliverables, ensuring progress is tracked and reported regularlySupports cross-functional teams by maintaining project documentation, compiling reports, and facilitating communication among stakeholdersQUALIFICATIONSBachelor’s degree in business administration, communications, or a related field and/or equivalent work experience5+ years of experience providing executive-level support, preferably in a non-profit or healthcare settingStrong knowledge of board governance practices, with demonstrated familiarity in bylaws, policies, and board proceduresExperienced in supporting a Board of Directors, including preparing board and committee materials, taking accurate meeting minutes, and maintaining governance recordsExperience coordinating executive leadership needs, including scheduling, project tracking, and facilitating cross-functional collaborationExceptional organizational and time-management skills, with the ability to prioritize and manage multiple tasks and deadlines effectivelyExcellent written and verbal communication skills, with strong attention to detailStrong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with project management tools and board software such as BoardEffect. High level of discretion and professionalism in handling confidential and sensitive informationStrong interpersonal skills, with the ability to work effectively with diverse groups of peopleDemonstrated ability to work both independently and collaboratively in a fast-paced environmentAdaptable and flexible, with a proactive approach to changing priorities and deadlinesAdditional Assets:Experience supporting a CEO or senior executive within a healthcare or non-profit organizationFamiliarity with donor relations, fundraising processes, or board governance best practicesHands-on experience implementing and managing BoardEffect or other board management software. Working knowledge of Raiser’s Edge or similar CRM databases used for donor and stakeholder managementWORKING CONDITIONSThis is a Full Time position based out of the Surrey Hospitals Foundation office located at Surrey Memorial HospitalSALARY$75,000 to $90,000What We Have To OfferOur total compensation package includes:Competitive salary to commensurate with your experience and skills;Excellent benefits through the Fraser Health plan, including extended health, dental, disability and life insurance;Great Work Culture and Professional Development;Participation in the British Columbia Municipal Pension Plan;Additional time off with our nine-day fortnight program and;Four weeks of vacation to startSurrey Hospitals Foundation actively encourages all qualified individuals to apply, including those with historical and/or current barriers to equity. We are committed to upholding and fostering diversity, equity, and inclusion in our workplace and strive to reflect in our team the diversity of the region that we and our health care facilities serve. We value the contributions and experiences that each person brings and welcome those who can further contribute to the rich diversification of knowledge and skills at our Foundation.If you face any barriers to employment and/or require accommodations during the recruitment process, please feel free to contact our People and Culture team in confidence.APPLICATION PROCESSIf you are interested in this career opportunity, please submit your application online by Friday, November 7, 2025.We thank all applicants for their interest in this role. However, only candidates under consideration will be contacted directly.*** Please ensure when applying for a position with Surrey Hospitals Foundation to be aware of recruitment scams and do not download any software/applications or provide any personal financial information to a third party. If you are selected for an interview or offered a position, you will be contact directly by our People and Culture Manager. ***Powered by JazzHRDRqCqefMSW