Executive Assistant/Office Manager

POSITION: Executive Assistant/Office Manager, Regular Full-Time

REPORTS TO: Executive Director

WORK AREA: Administration Office, Vancouver

WAGE RATE: $ 72,000 - $88,000

HOURS OF WORK: Monday to Friday 9:00 am – 5:00 pm. Additional hours as operationally required

POSTING CLOSE DATE: October 30, 2026

START DATE: ASAP

All candidates subject to a criminal record check.

Qualifications and job description attached.

About MPA Society

MPA Society is an award-winning and accredited non-profit agency that has supported people living with mental illness for over 51 years. Created on the principle of self-empowerment, our programs promote the dignity and well-being of people with mental illness by inspiring hope and supporting their recovery. MPA Society operates over 30 social, recreational, advocacy and housing programs that support people in their own communities.

This key position supports the Executive Director and serves as an important point of contact for a wide variety of internal and external stakeholders. Combining executive assistant and office management functions, the role offers the opportunity to thrive in a dynamic, fast-paced environment where professionalism, initiative, and adaptability are valued. Joining MPA means becoming part of a dedicated team that is committed to making a meaningful impact every day. We offer competitive compensation and benefits, opportunities for career development, and the satisfaction of using your talents to advance a mission that transforms lives.

TITLE: Executive Assistant/Office Manager

REPORTS TO:Executive Director (matrix reporting line to Director, Finance)

ROLE SUMMARY

The Executive Assistant/ Office Manager plays a critical role in supporting the Executive Director, Board of Directors, and organizational operations. This position provides high-level administrative, board governance, and project coordination support and ensures the efficient operation of MPA Society’s administration office, technology, and facility systems.

The Executive Assistant/ Office Manager serves as a central resource for administrative coordination, technology support, records management, office services, and organizational communications.

KEY ACCOUNTABILITIES

Executive Director Support

• Provides confidential and senior-level administrative support to the Executive Director such as managing complex calendars, appointments, meetings, travel arrangements, and scheduling priorities. Assists with the preparation of reports, presentations, briefing materials, correspondence, meeting packages, and organizational communications by editing and formatting documents. Coordinates logistics for leadership meetings, agency events, strategic planning sessions, and the Annual General Meeting. Exercises discretion and sound judgment when handling sensitive and confidential information.

Board and Governance Administrative Support

• Supports the Board of Directors and Board Committees by coordinating meetings, compiling and distributing agendas, meeting schedules, notices, and related documentation, and coordinating Board member onboarding and orientation. Maintains Board records including contact information, governance calendars, and portal resources, and records accurate meeting minutes and monitors follow-up on decisions and action items. Assists with the preparation of board correspondence and documentation by editing and formatting documents.

Office Administration and Equipment Management

• Oversees the efficient operation of the administrative office by liaising with vendors, service providers, contractors, and external stakeholders, and coordinating office supplies, equipment procurement, service contracts, inventory management and invoice payments. Maintains organizational filing systems, records management processes, and related document management standards including policies, procedures, directories and organizational chart.

QUALIFICATIONS

Education, Training and Experience

Diploma or certificate in Business Administration, Office Administration, Executive Administration, or a related field, plus a minimum of five (5) years of progressively responsible experience supporting senior leaders, executives, boards, or complex organizational operations, or an equivalent combination of education, training and experience.

Experience in a non-profit, health care, social services, government, or similarly complex environment is preferred.

Knowledge, Skills and Abilities

• Exceptional organizational skills and the ability to prioritize workload and manage multiple competing demands, work independently and exercise sound judgment.
• Ability to build business relationships and trust, and to work well the Board of Directors, all levels of management and staff, Society members, representatives of other agencies and other stakeholders.
• Professional, responsive, and service-oriented approach and the ability to work collaboratively, identify solutions and resolve issues to provide support to a wide range of users and diverse stakeholders.
• Strong business communication skills in both written and verbal form, with an ability to organize information and write clearly and concisely. Experience preparing reports, minutes, procedures, guides, and other documentation.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, SharePoint, and PowerPoint, strong understanding of office technology, inventory and asset management, and experience supporting related office equipment issues.
• High degree of integrity, professionalism, confidentiality, and discretion, and a demonstrated commitment to continuous improvement and administrative excellence.