Executive Assistant

Organization Overview

We’re All In for Healthier Generations

Vivo is a registered charity with a bold purpose: to ignite a mindset to LIVE for healthier generations. Through our Collaboratory and our Centre, we co-create innovative, inclusive solutions that promote lifelong wellbeing for individuals, families, and communities.

We are committed to creating meaningful impact — for people, for our community, and for the planet. Join us as we build a brighter, healthier future together.

Position Summary

The Executive Assistant provides high-level administrative, operational, and strategic support to the CEO and Senior Leadership Team, ensuring priorities are executed efficiently and effectively.

This role is highly proactive and requires strong judgment, discretion, and the ability to anticipate needs, manage competing priorities, and streamline processes. The Executive Assistant plays a critical role in enabling leadership to remain focused on strategic priorities while ensuring day-to-day operations run smoothly.

This position also supports governance and administrative functions for the Board of Directors, contributing to effective organizational oversight and compliance.

Reports To: Chief Executive Officer

Key Responsibilities

Executive & Leadership Support

• Provide proactive, high-level administrative support to the CEO and Senior Leadership Team.

• Manage calendars, priorities, and communications to ensure alignment with organizational goals.

• Prepare briefs, reports, presentations, and materials to support decision-making.

• Coordinate Senior Leadership Team meetings, including agendas, materials, minutes, and follow-up actions.

• Review and triage incoming communications, ensuring timely and appropriate responses.

• Maintain strict confidentiality and exercise sound judgment in handling sensitive information.

• Identify opportunities to improve processes, workflows, and efficiency.

Board & Governance Support

• Coordinate all Board and Committee meetings, including scheduling, agendas, materials, and minutes.

• Maintain and manage Board documentation, records, and governance materials (e.g., minute book, resolutions).

• Support the Annual General Meeting and Board planning sessions (e.g., Board Advance).

• Manage Board communications and maintain the Board portal.

• Liaise with legal counsel and external partners on governance and compliance matters.

• Support budgeting and administrative coordination for Board-related activities.

Administration & Operations

• Develop and maintain efficient administrative systems and workflows.

• Draft, edit, and manage correspondence, reports, presentations, and internal documentation.

• Coordinate meetings, events, and logistics including room bookings, catering, and materials.

• Maintain organizational records, directories, and documentation systems.

• Support cross-functional coordination across departments.

Records & Asset Management

• Maintain records management and retention practices in alignment with organizational policies.

• Oversee document organization, storage, and periodic file audits.

• Support inventory tracking and database maintenance for non-facility-managed assets.

Purchasing & Contract Coordination

• Support procurement processes, including RFP coordination in partnership with Finance and leadership.

• Assist with contract administration and coordination with legal or external partners.

• Manage office supplies, business materials, and vendor coordination.

• Oversee mail and courier services.

Project & Organizational Support

• Support and coordinate projects across the organization, ensuring timelines, documentation, and deliverables are met.

• Act as a key administrative lead on special projects as assigned.

• Track progress, risks, and outcomes to support successful project execution.

Qualifications & Requirements

• Post-secondary diploma or degree, or equivalent experience.

• 7–10+ years of progressive administrative experience supporting senior leaders.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).

• Experience with project management tools (e.g., Asana) is an asset.

• Strong organizational, time management, and prioritization skills.

• Exceptional written and verbal communication skills.

• Demonstrated ability to manage multiple priorities in a fast-paced environment.

• High level of discretion, professionalism, and confidentiality.

• Strong problem-solving and critical thinking abilities.

• Ability to collaborate effectively across diverse teams and stakeholders.

• Valid Police Information Check with Vulnerable Sector Search (within 2 months of hire).

Core Competencies

• Strategic thinking and sound judgment

• Organization and prioritization

• Communication and stakeholder management

• Discretion and confidentiality

• Initiative and proactive problem-solving

• Adaptability in a dynamic environment

• Collaboration and relationship-building

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