Executive Assistant

Mission
BC & Alberta Guide Dogs is a registered charity that provides professionally trained Guide Dogs to individuals who have low vision or are blind, Autism Service Dogs to children with autism, and OSI-PTSD Service Dogs to Veterans & First Responders in British Columbia & Alberta.

Position Summary
The Executive Assistant is a key administrative partner to the CEO and Executive Leadership Team, responsible for ensuring the smooth and efficient operation of executive functions. This high-visibility role demands a detail-oriented, proactive individual with exceptional organizational and communication skills, and the ability to handle confidential information with professionalism and discretion.

KEY RESPONSIBILITIES
Executive Support

• Manage executive calendars, appointments, travel arrangements, and conference calls.
• Prepare reports, presentations, correspondence, and meeting materials.
• Screen and prioritize emails, phone calls, and other communications.
• Draft, proofread, and distribute professional-level communications.
• Coordinate meeting logistics, venues, agendas, and follow-ups.
• Serve as the main point of contact between executives and internal/external stakeholders.
• Handle confidential and sensitive information with utmost integrity.
• Assist with special projects and perform general office management tasks as needed.

Human Resources Administration

• Create and maintain up-to-date job descriptions.
• Post job openings and monitor application traffic.
• Draft and distribute employment offer letters and documentation.
• Onboard new hires: personnel file setup, payroll data coordination, handbook issuance, driver’s license and criminal record checks.
• Maintain vacation and time-off records.
• Update Employee Handbook and ensure policy compliance.
• Manage Compass Cards distribution and records.

Office Administration

• Reconcile monthly corporate credit card expenses.
• Organize and archive key documents both physically and digitally.
• Prepare and distribute documents for Board and Annual General Meetings.
• Maintain Board of Directors listings and update governing bodies as needed.
• Submit annual regulatory filings (BC Society Act, Industry Canada, Alberta Extra-Provincial Registration).
• Maintain insurance records for fleet and general liability.
• Secure Certificates of Insurance for events and training.
• Manage the Annual Report distribution list.
• Coordinate IT needs with the off-site IT Manager.
• Schedule monthly virtual staff meetings.

Fundraising and Event Coordination

• Maintain and distribute a schedule of bequests.
• Support planning and logistics for major events (e.g., Golf for Guide Dogs tournament, Trivia Night, Ties for Tails Gala).
• Apply for Gaming Licenses and submit post-event revenue reports.
• Collaborate with CEO on thank-you letters, funding reports, and grant applications.

QUALIFICATIONS
Education & Experience

• University degree or equivalent post-secondary education.
• Minimum 3 years’ experience in an Executive Assistant or senior administrative role, preferably supporting C-level executives.

Skills & Competencies

• Excellent verbal and written communications.
• Exceptional organizational and multitasking abilities.
• Strong interpersonal and relationship-building skills.
• High degree of professionalism and discretion.
• Ability to work independently and within a team.
• Comfortable in a dynamic, fast-paced environment.

Technical Proficiency

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with Google Workspace (Docs, Sheets, Calendar).
• Experience with project management and communication tools (e.g., Trello, Slack) is an asset.
• Comfort working in a Mac/Apple environment.

What We’re Looking For
At BC & Alberta Guide Dogs, we pride ourselves on fostering a supportive, mission-driven workplace where team members are empowered to make a meaningful impact.

• A positive, self-motivated individual who takes initiative.
• Someone who thrives in a fast-paced, deadline-driven environment.
• A team player who can build effective relationships within the organization.
• A candidate who is passionate about making a difference through their work.

What We Offer

• 4 weeks’ vacation plus Christmas Eve, Easter Monday & your birthday off.
• A comprehensive benefits package includes coverage for health, drugs, vision, and dental care.
• A mission-driven, supportive workplace.
• Opportunities for professional development and training.
• An office culture that values initiative, collaboration, and a good sense of humour.

Bring your skills to a team that’s changing lives—we can’t wait to meet the next amazing person to join us!

Please email your resume and cover letter to william.thornton@bcandalbertaguidedogs.com with "Executive Assistant" in the subject line.