Job Description – Executive Assistant/General Coordinator

$55,000 to $65,000 starting salary range, subject to experience

About Resource Works

Resource Works Society is shaping Canada’s resource and energy conversations. We connect industry, communities, and policymakers through compelling storytelling, advocacy, and research. The Executive Assistant/General Coordinator is crucial to enabling our leadership to focus on strategic priorities by ensuring smooth operational and administrative support.

We’re looking for a detail-oriented and proactive individual who excels at managing complex schedules, coordinating high-priority meetings and events, supporting podcast production logistics, serving as the Board Secretary, and managing executive expenses efficiently.

The Opportunity

This role is ideal for an organized and efficient professional who enjoys providing comprehensive administrative support, operates with confidence in a fast-paced environment, and values precision and discretion. You will directly support the executive team, facilitate podcast scheduling, oversee Board governance logistics, and manage executive expense processes, ensuring high standards of efficiency and accuracy.

You'll also collaborate with internal and external stakeholders, maintaining clear communication and coordination to support the smooth operation of Resource Works activities.

What You’ll Own & Deliver

1. Executive Scheduling and Coordination

• Manage comprehensive calendars for executives, coordinating internal and external meetings, events, and travel.
• Proactively resolve scheduling conflicts, optimizing executive efficiency.
• Prepare and organize meeting materials, agendas, and briefing documents.

2. Podcast Scheduling and Coordination

• Oversee scheduling logistics for podcast productions, including guest invitations, recording sessions, and follow-ups.
• Maintain the podcast production calendar to ensure timely and consistent episode releases.
• Coordinate with podcast guests and internal production teams for seamless recording.

3. Executive Expense Management

• Handle executive expense reporting, ensuring compliance with organizational policies.
• Maintain meticulous records, coordinating promptly with finance for approvals and reimbursements.
• Continuously seek and implement efficiencies in expense management processes.

4. Office Management

• Manage office supply inventory, including ordering stationery and office essentials.
• Coordinate the procurement of office amenities such as coffee, snacks, and other supplies.
• Maintain an organized and welcoming office environment, ensuring facilities and equipment are in good working order.

Technical Skills & Experience

• Proficiency with scheduling tools (Google Calendar).
• Familiarity with project management platforms (Notion, Slack).
• Basic understanding of expense reporting platforms and finance management.
• Competency in standard office applications (Microsoft Office, Google Workspace).

What We’re Looking For

• Proven organizational skills, with a track record of managing complex schedules and logistics.
• Strong communication skills, with a professional demeanour.
• Ability to maintain discretion with confidential information.
• Proactive problem-solving capabilities and adaptability in dynamic environments.
• Passionate about contributing to Resource Works' mission in advocating for responsible resource development and community well-being.

Success in This Role Looks Like

• Seamless management of executive schedules with minimal conflicts.
• Efficient coordination of podcast production schedules.
• Accurate and timely preparation of Board documents and smooth meeting logistics.
• Effective management of executive expense processes, with consistent policy adherence.
• Positive feedback from executives, Board members, podcast guests, and team members.

Additional Details

• Competitive salary based on experience.
• Extended health and dental benefits.
• Three weeks of paid vacation plus statutory holidays.
• Opportunities for performance-based bonuses.
• In-office role located in downtown Vancouver.
• Must be legally authorized to work in Canada.

To Apply: Send your resume and a brief cover letter outlining your qualifications and interest to [email protected]. 

Optional: Provide references who can speak to your previous experience.

This posting will remain open until filled; we encourage prompt applications from qualified candidates.