Executive Assistant - High Level Board Meeting Minutes

Executive Assistant – High-Level Board Meeting

Location: Vancouver West Side

Engagement Type: Contract / Temporary

Duration: March 11 - 12

Reports To: Board Chair / Executive Office

Pay: 30 – 32 per hour

Position Overview

We are seeking an experienced and highly professional Executive Assistant to take Minutes to support a high-level Board Meeting attended by 25+ participants, including Board Members and Executive Leadership. This role requires exceptional accuracy, discretion, and the ability to capture detailed discussions and formal decisions in real time.

The successful candidate will use a company-provided laptop and work in MS Word to record and produce clear, structured, and comprehensive meeting minutes.

Key Responsibilities

• Attend the Board Meeting and accurately document discussions, motions, decisions, and action items.
• Capture notes that clearly reflect deliberations, resolutions, and key outcomes.
• Ensure all responsibilities and ownership of action items are clearly identified within the minutes.
• Prepare and format minutes according to the agreed template to ensure clarity and ease of reference.
• Maintain professionalism and neutrality in documenting sensitive discussions.
• Distribute finalized minutes to all relevant participants as outlined in the meeting documentation.
• File and maintain organized records of all minutes for future reference and audit purposes.
• Uphold strict confidentiality at all times.

Required Skills & Experience

• Proven experience taking minutes for Board-level or Executive meetings.
• Exceptional listening skills and the ability to summarize complex discussions accurately.
• High level of attention to detail and accuracy.
• Advanced proficiency in Microsoft Word.
• Strong understanding of meeting governance and formal decision-recording practices.
• Ability to work under pressure in a fast-paced, high-level environment.
• Professional discretion and demonstrated experience handling confidential information.

Preferred Qualifications

• Experience working with or within Indigenous communities is considered a strong asset.
• Background in governance, corporate administration, or executive support.
• Personal Attributes
• Highly organized and dependable
• Professional and composed
• Strong written communication skills
• Objective and impartial

If you are a meticulous professional with experience supporting senior leadership and Board governance processes, we encourage you to apply.

To Apply:

Please submit your resume and a brief summary of your relevant experience.