Executive Assistant – High-Level Board Meeting
Location: Vancouver West Side - Remote available
Engagement Type: Contract / Temporary
Duration: June 24-25
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.
Skills Required
- Proven experience taking minutes for Board-level or Executive meetings.
- Exceptional listening skills and 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.
- Experience working with or within Indigenous communities.
- Background in governance, corporate administration, or executive support.
- Highly organized, dependable, strong written communication skills, objective and impartial.
What We Do
Miles HR is dedicated to connecting top talent with inspiring organizations across Canada. Their talent acquisition teams have vast experience in solving complex HR projects and sourcing experienced talent in a diverse range of industries.
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