Job Description

Date of Posting:

October 15, 2025

Closing Date:

Nov 15, 2025

Start Date:

As soon as possible

Job Title:

Executive Assistant to the Executive Director

Location:

Richmond, BC (On-site)

Position Type:

Full-Time, Permanent

Reports To:

Executive Director

Salary:

$50,000 - $55,000

Hours of Work:

35 hrs/wk (Mon-Fri, may include evenings and/or weekends

Executive Assistant to the Executive?Director

- Chimo Community?Services (Full Time, Onsite)

About Chimo?Community?Services

Chimo?Community?Services (Chimo) is a Richmond-based nonprofit organization with a mission to promote justice and address violence by providing integrated services, education, and housing programs that foster well-being and healing for individuals in crisis. Chimo envisions empowered communities free from injustice, violence, and crisis, guided by the values of partnership, respect, integrity, diversity, and empowerment. These principles shape the way Chimo recruits, supports and develops its people, including the Executive Assistant to the Executive?Director.

Position Summary

The Executive Assistant (EA) is a trusted member of the Executive?Director's (ED) office, providing high-level administrative, operational, and board-governance support to the ED and senior leadership. This full-time, on-site role is ideal for an experienced professional who thrives in a mission-driven environment and can manage competing priorities with discretion and professionalism. The EA helps the ED focus on strategic leadership by managing schedules, organizing meetings, drafting communication, coordinating board activities and overseeing special projects. Success in this role requires excellent organizational skills, strong interpersonal abilities, cultural awareness and a commitment to Chimo's mission and values.

Key Responsibilities

Executive Support & Calendar Management

Calendar management and scheduling: Coordinate the ED's complex calendar, including meetings with internal staff, board members, community partners and external stakeholders. Confirm details, prepare agendas and briefing materials, and ensure that appointments support strategic priorities. Manage travel arrangements, itineraries and logistics. Correspondence and communications: Draft, proofread and edit letters, emails, memos, presentations and reports on behalf of the ED. Maintain the flow of information to and from the ED, screen and route inquiries appropriately, and ensure confidential handling of sensitive information. Meeting preparation and follow up: Prepare meeting agendas, assemble briefing packages, take minutes and track action items and deliverables for the ED's portfolio. Coordinate follow up tasks and ensure timely completion. Stakeholder liaison: Serve as the primary contact and ambassador for the ED, building relationships with board members, donors, government representatives, community partners and staff. Respond to inquiries with professionalism and cultural sensitivity.

Board & Governance Support

Board meeting coordination: Plan and execute all Board of Directors and committee meetings, including scheduling, securing venues, drafting agendas and minutes, compiling meeting materials and managing the online board portal. Ensure accurate records and the timely dissemination of materials: track board attendance, follow-up items, and compliance issues. Governance documentation: Maintain governance files, bylaws and policies. Assist with tracking board terms, resolutions and legal compliance in partnership with the ED and board secretary. Orientation and support: Organize new board member orientation and training sessions; coordinate board retreats and special events; liaise with board members to address questions and ensure confidentiality.

Organizational Coordination

Internal communications: Facilitate communication between the ED, senior leadership team and staff. Support leadership meetings, prepare internal memos and announcements, and assist in cascading key decisions throughout the organization. Event coordination: Assist with planning and executing organizational events, fundraisers, stakeholder meetings, and community engagement activities. Coordinate logistics, invitations and budgets. Conduct post event evaluations and provide recommendations for future events. Record management: Maintain filing systems (both digital and hard copy) in compliance with organizational policies and record-keeping standards. Support grant reporting and data tracking as needed.

Project & Administrative Management

Special projects: Coordinate projects and research initiatives under the direction of the ED. Prepare proposals, reports and presentations; track milestones and deadlines; and collaborate with cross functional teams. Process improvement: Contribute to process and systems improvement efforts. Develop and refine administrative procedures, filing systems and operational workflows to increase efficiency and support organizational effectiveness. Budgeting and Expense Management: Assist the ED with expense tracking, reconciliation, and budget monitoring. Prepare expense reports and ensure adherence to financial policies.

Required Qualifications & Experience

Education: Postsecondary diploma or degree in business administration, communications or a related field. Experience: Minimum of 2 to 3?years' experience providing executive support in a nonprofit or mission driven organization; experience supporting senior leaders, boards or committees. Demonstrated experience managing complex calendars, travel and events. Technical proficiency: Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), Virtual meeting platforms and cloud-based platforms (SharePoint). Experience with CRM systems, donor databases, and project-management tools (e.g., Asana, Trello, Salesforce) is an asset. Communication skills: Exceptional written and verbal communication skills, with the ability to draft clear, concise correspondence and take accurate minutes. Strong interpersonal skills to interact effectively with diverse stakeholders. Organizational and time management skills: Proven ability to prioritize tasks, manage multiple projects and meet deadlines in a fast-paced environment. Strong attention to detail and accuracy. Discretion and judgment: High level of confidentiality, integrity and discretion in handling sensitive information. Ability to exercise sound judgment and independent decision making. Values alignment: Commitment to Chimo's mission of promoting justice and addressing violence. Demonstrated understanding of diversity, equity and inclusion principles and ability to work effectively with people from diverse backgrounds. Additional requirements: Availability to occasionally work outside regular business hours for board meetings, events or urgent matters. Ability to lift to 20?lbs and sit at a computer for extended periods.

Desired Skills and Attributes

Familiarity with nonprofit governance and board administration practices. Experience with grant reporting, fundraising support or donor stewardship. Ability to develop internal processes and filing systems. Project management certification or experience leading cross functional initiatives. Proficiency in additional languages and cultural competency relevant to Chimo's client communities.

Working Conditions & Compensation

Type of position: Fulltime (35-40?hours per week), onsite at Chimo's Richmond offices. Some evenings or weekends may be required for board meetings or events. Work environment: Office setting with occasional offsite events. Use of standard office equipment, including computer, printer, fax and telephone. This role involves regular interaction with board members, staff, volunteers, donors, clients and community partners. Compensation and benefits: Chimo offers a competitive salary commensurate with experience, as well as extended health and dental benefits, paid leave, professional development opportunities, and a supportive, mission-focused work culture.

Application Process

Interested candidates should submit a resume and cover letter outlining their qualifications and alignment with Chimo's mission. Applications will be reviewed on a rolling basis until the position is filled. Only candidates selected for an interview will be contacted.

Equity and Inclusion Statement

Chimo?Community?Services is committed to building an inclusive workforce that reflects the diversity of the communities it serves. We encourage applications from equity deserving groups, including but not limited to Indigenous peoples, racialized communities, newcomers, persons with disabilities, and members of LGBTQIA2S+ communities. Accommodations are available upon request during the recruitment process.

By joining Chimo as Executive Assistant to the Executive?Director, you will play a pivotal role in advancing our mission of promoting justice and healing for people in crisis while working in a supportive and values driven environment.

How to apply

Please send your resume and cover letter to?

hr@chimoservices.com

We thank all applicants for their interest in joining our team, however only candidates short-listed for an interview will be contacted.

Job Type: Full-time

Pay: $50,000.00-$55,000.00 per year

Benefits:

Extended health care
Application question(s):

Are you legally eligible to work in Canada?
Work Location: In person