OVERVIEW
We are looking for a sharp, resourceful right hand to a busy principal: someone who thinks several steps ahead, brings ideas as often as they take direction, and treats other people’s priorities like their own. If you thrive in a fast-paced environment, spot the gap before anyone else does, and work well alongside others, this role is built for you.
THE ROLE
⅓ Executive Assistant, ⅓ Personal Assistant, ⅓ Special Projects Lead, this is a senior, high-trust position for someone who wants more than a task list. You will operate as the principal's central point of coordination. You will have ownership across a range of responsibilities from business projects and a high-profile women’s health advocacy initiative to detailed travel logistics. The scope is wide by design, and so is the trust that comes with it.
While the role is primarily structured Monday to Friday, 8:30 a.m. to 5:00 p.m., occasional flexibility outside of these hours may be required during travel and events.
KEY RESPONSIBILITIES
Women's Health Initiative
- Lead the day-to-day coordination of a major women's health advocacy initiative, including regular in-person meetings, interviews, and collaborative sessions with partner organizations in Vancouver and Victoria.
- Track outcomes and deliverables. Draft reports, correspondence, and stakeholder communications.
- Build and maintain relationships with collaborators, advocates, researchers, and media contacts, often as the principal's first point of contact.
Board & Governance Support
- Research and assemble briefing materials so the principal walks into every meeting fully prepared.
- Maintain board calendars, track action items, and liaise directly with directors and governance teams.
- Follow up after meetings to make sure decisions turn into action, identifying risks early and flagging them to the principal.
Calendar, Travel & Personal Support
- Manage the principal's calendar in all its dimensions - professional and personal, anticipating conflicts and protecting time where it matters most.
- Coordinate personal appointments and well-being commitments with care and discretion, keeping track of follow-ups and booking recurring visits.
- Serve as a thoughtful gatekeeper: screen requests, invitations, and access to the principal, and decline gracefully on her behalf.
- Plan all travel, from regular Vancouver trips to a few larger trips a year. Book flights, hotels, cars, and restaurants, keep everything in one clean itinerary, and handle disruptions seamlessly to minimize impact to the principal.
- Track expenses and coordinate with the Finance team as needed.
- Maintain contacts, key documents, and filing systems so information is current and easy for others to pick up.
- Take on special projects and see them through from inception to completion.
WHAT WE'RE LOOKING FOR
- Based in Victoria, BC, with flexibility to travel occasionally to Vancouver.
- 5+ years as an Executive Assistant, Chief of Staff, or similar right-hand/special-projects role, ideally supporting a founder or senior executive, with board governance experience a strong asset.
- Sharp judgment and discretion, ensuring sensitive personal and professional information is always treated with confidentiality.
- Strong verbal and written communication skills. Warm and confident with all types of people: board directors, media, health-sector leaders.
- Genuinely tech-savvy. Fluent in productivity tools, curious about emerging AI tools, and always looking for a better way to do things.
- Above all, a proactive, creative problem-solver who anticipates needs without being asked, with a track record of driving projects to completion rather than just executing tasks.
WHAT SUCCESS IN THIS ROLE LOOKS LIKE
- You keep the principal consistently a step ahead: prepared, supported, and never scrambling.
- You manage complex logistics with minimal oversight.
- You have earned enough confidence that "handle it" is a complete instruction, and you know what matters most without being told.
- You treat sensitive matters with discretion and sound judgement.
WHAT WE OFFER
- Competitive salary in the range of $100,000–$115,000, commensurate with experience.
- Comprehensive extended health and benefits package.
- Flexibility to work some days from home.
- A meaningful role at the center of advocacy and governance work, with real autonomy and room to grow. For the right person, this could evolve into a broader Chief of Staff–style mandate.
- Exposure to influential networks across women's health advocacy, technology, and governance in Canadian business.
OTHER REQUIREMENTS
- Valid driver’s license and access to your own vehicle
- Clean criminal record check required
- Non-smoker
- Comfortable with large dogs
HOW TO APPLY
Please send your résumé and cover letter outlining why you are the ideal candidate for this role to execassist@mdgb.ca. Applications will be reviewed as they are received.
