Executive Assistant, VP

VON Canada

. Support the Vice President and team in advancing VON’s mission and goals .

Posted 10/9/2026part-timeRemote • CanadaLead💰 CA$31 - CA$33 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong executive-level administrative support capabilities, including proficiency in MS Office Suite and Adobe Acrobat, alongside excellent communication and organizational skills. Proven ability to manage confidential information, coordinate complex schedules, and support project management in a fast-paced environment.

Highest-signal resume keywords

Executive Administrative SupportReport WritingProject ManagementData AnalysisBudget Monitoring

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Report WritingData AnalysisProject ManagementBudget MonitoringMinute TakingLEAN MethodologiesEvidence-Based Decision MakingMS Office SuiteAdobe AcrobatWindows OS

Soft Skills

Excellent Communication SkillsInterpersonal SkillsProblem-Solving SkillsOrganizational SkillsAttention to Detail

Certifications & Qualifications

Criminal Records CheckVulnerable Sector SearchChild Abuse Registry Check

Industry Keywords

Health Care EnvironmentExecutive AssistantConfidentialityStakeholder CoordinationBoard Committee Support

About the role

Key responsibilities & impact

Support the Vice President and team in advancing VON’s mission and goals
Provide executive-level administrative support across a national executive portfolio
Research, prioritize and follow up on sensitive or confidential business matters
Coordinate information flow among the VP’s office, Board of Directors, committees and stakeholders
Develop and document team and functional processes
Draft formal communications for the VP and Senior Directors
Prepare and report monthly KPIs
Provide data and information to external stakeholders under tight timelines
Support departmental budgets and monitor budget activity
Compile, review and analyze departmental data
Maintain and prioritize the VP’s calendar
Prepare briefing notes, reports, agendas, meeting packages and correspondence
Support project plans and timelines
Manage procurement, comparative examinations and contract development
Flag VON lease-renewal obligations
Coordinate government reporting, annual filings and accreditation submissions
Update departmental intranet content and organizational charts
Maintain corporate mailboxes and escalate reputational risks
Support confidential team performance monitoring, including the 360 process
Improve departmental administrative processes and coach administrative staff
Schedule and support Board Committee meetings, record proceedings, distribute minutes and follow up on decisions
Support internal and external stakeholder committees and meetings
Coordinate with Corporate Affairs on Board meeting materials
Cascade priorities to directors and management team members
Coordinate VP travel and meeting materials
Maintain digital and paper records
Prepare and review expense reports and reconciliations
Provide administrative support for events, educational sessions and special projects
Promote VON’s goals, safety practices, confidentiality and collaborative service delivery

Requirements

What you’ll need

Post-secondary education in relevant field or equivalent education and experience
Minimum of 5 years relevant experience in an executive assistant capacity in a fast-paced office setting
Prior experience in an administrative support role
Demonstrated experience writing reports, correspondences and other communication pieces
Demonstrated experience taking minutes, preferably at a Board/Committee level
Experience working in a health care environment is preferred
Proficiency in Windows OS and MS Office Suite, Adobe Acrobat and other function-related technology
Ability to exercise initiative in solving problems and identifying innovative opportunities, including LEAN principles and methodologies
Ability to use evidence-based and data-driven decision-making skills
Strong aptitude to learn and use computer applications and software
Excellent oral and written communication skills
Excellent interpersonal skills
Ability to maintain professionalism and confidentiality
High level of accuracy and attention to detail
Strong problem-solving, project management, organizational and prioritization skills
Ability to work independently and as a team member
Strong work ethic, reliability, self-direction and principled judgment
Ability to embrace change and manage a busy office environment
Ability to attend off-site meetings as required
Current and original satisfactory Criminal Records Check required
Vulnerable Sector Search and/or Child Abuse Registry Check may be required
Ability to speak French is an asset in French Designated areas
Ability to perform required physical activities, including lifting, carrying, bending, reaching, kneeling, walking, sitting, standing, climbing stairs and fine hand movements

Benefits

Comp & perks

Permanent, part-time (0.5 FTE)
Work schedule: Days
Ability to attend off-site meetings as required
Accessibility accommodations for candidates with disabilities
Equity, diversity, and inclusion commitment