Executive Assistant to Chief Executive Officer

Position Profile

Fraser Academy Association (FA) was founded to serve a vital community need. Since 1982, it has become recognized as a leader in North America by leveling the playing field for students with dyslexia, primarily as an independent school (Fraser Academy). Today, FA has expanded its impact through an Outreach and Training Centre (FAx) reaching across BC, Canada and the world. Leading a pioneering initiative to establish Canada's first Centre for Dyslexia, it is now on an exciting journey to deepen its commitment to the community.

We serve a gap in the system where approximately 20% of the student population is under-served by mainstream education. The ripple impact of our programming also adds great social value. While people with dyslexia have skills and strengths that are in demand in the 21st century, when unsupported, they are vulnerable to social and emotional risks such as mental health issues, substance abuse, homelessness, higher drop-out rates, and poverty/underemployment.

We are proud to be at the forefront of educational and training practices with the most effective research-based methods. Our track record shows what is possible in setting children and youth with dyslexia up to thrive in education and life. For more information, please visit us at www.fraseracademy.ca and www.centrefordyslexia.ca.

Position Summary: Are you an experienced Executive Assistant who is looking for a meaningful role with purpose to help make a life-changing impact in education and society? If so, we want to hear from you! In this Executive Assistant role, you will have three key responsibilities: i) executive support to the Chief Executive Officer ii) office manager and iii) administrative support to the Chief Advancement Officer and Chief Finance & Administrative Officer.

Responsibilities:

Comprehensive Executive Support for CEO (primary role) including:

• An all-around gatekeeper and partner helping to strategically manage, and support, the CEOs time for organizational priorities, goals, objectives, deadlines.
• Manages the CEOs calendar including daily reviews, booking meetings, adding events, (re)scheduling appointments; assists with CEOs basic IT support needs.
• Supports email management and drafts, edits and proofreads delegated communications and documents; assists with social media and speech writing.
• Maintains effective clear desk, hard-copy and e-filing procedures, while keeping all filing up to date for day-to-day communications, reports etc.
• Liaises with internal and external stakeholders, including maintaining up-to-date contact lists, securing/booking meetings and generally supports excellent relationship management across staff, for families, donors, advisors, partners, Government, etc.
• Assists Volunteer Leadership including Board members for the Association / Foundation / Society for tasks such as scheduling, preparing for (incl. Tech needs) as well as attending, meetings, creating agendas, notices, taking minutes, maintaining records/filing and other delegated tasks and needs.
• Assists with Committee Relations (tasks as above) e.g. Building, Finance Committee and Campaign Cabinet.
• Plans, organizes and executes CEO led events such as Board events, Executive & Leadership Team events / retreats, community wide events, all staff socials / appreciation events (e.g. staff holiday party) and other delegated events e.g. events held at the CEOs home or which may be Campaign related. Also, may work with the Head of Schools EA to support certain school led events.
• Performs other EA typical tasks assigned including preparing expense forms etc.

Acts as the Association Office Manager:

• Ensures effective running of the Association office including orders / purchases of, and maintaining, stationery and other day to day supplies & needs (e.g. refreshments, kitchen, bathroom), fittings/furnishings.

• Greets/directs/assists visitors, and ensures a welcoming, presentable and professional office environment at all times. Maintains general office filing.
• Emergency Procedure / First Aid Designate; provides basic first aid support.

Other Executive Support: Campaign/Advancement & Finance:

• Admin. support for the Chief Advancement Officer (CAO) including:
  • organizing donor, volunteer, and internal meetings (CEO may or may not attend), prospect/donor packages, thank you letters and tax receipts;
  • acts as Campaign assistant for CAO lead major campaigns, including running certain reports, creating agendas with CAO, other tasks;
  • maintenance of CEO and CAO tasks in donor database to ensure accurate and timely records and activity. (The CEO is a key partner for Advancement including the current (and future) Campaign(s) and is part of the Campaign Cabinet (see above));
  • provides event, and other, support for fundraising and marcom efforts.
• Ad hoc. admin. support for the Chief Financial & Administrative Officers (CFAO) Corporate Secretary duties. (CFAO is the Corporate Secretary for FA and complements the Board Relations work noted above.)

Core Competencies & Skills

• Highly professional; excellent interpersonal and communication skills (written and oral), with a sense of humor and a calm, efficient and welcoming demeanor (used to working in, and adapting to, fast-moving, high pressure environments).
• Exceptional time management and organizational skills; proactive, and service-driven approach; good familiarity with office management systems.
• High degree of tact, accountability, initiative, diplomacy, discretion & confidentiality; strong judgment with proven ability to manage information flow in a timely and accurate manner.
• Solid experience i) in drafting, editing, proofreading concise communications and documents, ii) in Board Relations.
• Attention to detail is key as well as the ability to model high standards.
• Proficient computer skills including in outlook, word, excel (expected to be able to create spreadsheets), PowerPoint, Zoom. (FA uses the google suite.)
• Friendly demeanor and strong EQ qualities including self-awareness.
• Team player, but an autonomous worker, who values community; positive, growth mindset & can do attitude; tackles all assignments with enthusiasm!

Requirements - Ideal Candidate:

• 3+ years experience as an Executive Assistant (work at a non-profit/charity, including a school or post-secondary, will be considered an asset).
• Bachelors Degree in relevant field: Business Administration, Education, Communications, or formal education and training as an Executive Assistant.

Note: Flexibility is necessary, as this position may require occasional after hours and evening work.

To Apply:

Please submit your application directly through our Careers page. Kindly include your resume and a cover letter addressed to Neil Johnston, CEO.

Applications will be reviewed on a rolling basis prior to the application deadline, 5pm on Friday June 6, 2025. Candidates may be screened before or shortly after this deadline based on the competencies, skills and requirements outlined.

Start Date: On or around August 5, 2025.

FA offers an inspiring and stimulating environment, along with competitive compensation packages, including salary:$60,000-$67,500 (dependent on experience) and generous vacation based on a school environment.

Only shortlisted candidates will be contacted. Thank you for your interest, we look forward to hearing from you!