Join the largest environmental organization in Canada and become an agent of change!

About the David Suzuki Foundation

We find solutions for living within the limits of nature. Through a combination of sound science and active public engagement, we seek to motivate Canadians to take action on the environmental challenges we collectively face. Our Foundation is an independent charity, supported by over 30,000 donors from across Canada and abroad. With headquarters in Vancouver and offices in Toronto and Montreal, we address issues from coast to coast to coast, in both official languages. With the support of scientists, academics, progressive businesses, governments, non-governmental organizations and tens of thousands of Canadian we aim to achieve this vision: That within a generation Canadians act on the understanding that we are interconnected and interdependent with nature, and with each other. 

You can learn more about us at www.davidsuzuki.org

The David Suzuki Foundation hires on the basis of merit and is strongly committed to equality and diversity within its community and to a welcoming and inclusive workplace. We especially welcome applications from Indigenous persons, visible minority group members, women, persons with disabilities, people of all sexual orientations and genders, and others with the skills and knowledge to productively engage with diverse communities.

Position Title: Executive Assistant to the CEO & Deputy CEO

Terms: Permanent, full-time (34 hours). Flexibility required to work outside of the regular office hours and on weekends.

Location: Based at our Vancouver office

Reporting: CEO, Deputy CEO           

Salary: $45,000-$60,000, dependent upon experience

As the Executive Assistant to the CEO & Deputy CEO, you provide invaluable support to the leaders of the organization. You also serve as the administrative liaison for the David Suzuki Foundation board of directors and the senior management team. You must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. You will have the ability to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles & Responsibilities 

Executive Support:

• Completes a broad variety of administrative tasks for the CEO and Deputy CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CEO and Deputy CEO’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role while creating win-win situations for direct access to the CEO's time and office.
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
• Provides a bridge for smooth communication between the Executive office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management and staff.
• Works closely and effectively with the CEO and Deputy CEO to keep him/her well informed of upcoming commitments and responsibilities and following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Successfully completes critical aspects of deliverables with a hands-on approach. Including drafting acknowledgement letters, personal correspondence and other tasks that facilitate the CEO and Deputy CEO’s ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matters expeditiously and proactively and follows-through on projects to successful completion and often with deadline pressures
• Structures electronic filing systems for the Executive Office
• Works on special projects and other tasks as assigned

Board Support:

• Completes Board administrative tasks such as scheduling, meeting logistics and preparation of materials and annual filing. As well as maintenance of the official record book and online board portal.
• Assists board members with travel arrangements, lodging and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members
• Provides technical and administrative support to board members when needed

Senior Management Support:

• Participates as an adjunct member of the senior management team including scheduling meetings and attending all meetings and recording meeting minutes
• Assists in coordinating the agenda of senior management team meetings and off-sites

Specifically, You Can:

• Support executives and board members in a fast-paced, demanding environment by taking initiative, prioritizing needs and meeting tight deadlines
• Perform secretarial and administrative duties with deliberate speed and accuracy with minimum supervision
• Write, edit, and format communiqués, presentations, reports, etc. quickly and confidently
• Manage through influence
• Build strong relationships with board members, co-workers, donors and the general public
• Travel occasionally within Canada

What you bring to the role:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Demonstrated proactive approaches to problem-solving with strong decision-making capabilities
• Proven ability to develop effective and trusting relationships with senior leaders, board members and co-workers
• Highly resourceful team-player with the ability to also be extremely effective independently
• Strong sense of confidentiality, professionalism, tact, diplomacy and good judgement.
• Forward looking thinker who actively seeks opportunities and proposes solutions
• The ability to thrive and effectively manage priorities in a changing and ambiguous environment
• A sense of calm capability no matter how pressured a situation
• Personal values well-aligned with those of Foundation demonstrated through work or community involvement

You have:

• At least five to seven years work experience in a senior executive assistance role preferably supporting C-level executives in a non-profit context
• Undergraduate level studies or equivalent experience
• Excellent time management skills
•  Excellent written and spoken English. French language skills are an asset.
• Advanced skills in Microsoft Word, PowerPoint, Excel, Outlook and Access
• Experience in writing, editing, and applying basic graphic design principles to online and print materials 

Application Process 

Please submit your cover letter and your resume online by going tohttp://www.davidsuzuki.org/about/employment/. The position will remain open until filled. Only qualified applicants will be contacted. 

We recognize the importance of a diversified workforce, and we encourage women, First Nations, Inuit and Metis candidates, members of visible minorities and persons with disabilities to apply.