Executive Assistant to the CEO
Location: Vancouver preferred (hybrid)
Reports to: CEO, Observer Media Group (Publisher, Canada’s National Observer)
Employment type: Full-time
About Canada’s National Observer
Canada’s National Observer (CNO) is one of Canada’s leading independent media organizations, producing award-winning journalism focused on climate, energy, Indigenous rights, democracy, and social justice. We exist to hold power to account, tell the stories that matter, and help Canadians navigate the complex forces shaping our future.
We are seeking an Executive Assistant who thrives in a dynamic, fast-paced environment and is passionate about journalism’s role in democracy. This role supports the CEO in managing relationships, workflow, fundraising and administration—ensuring that creative and strategic priorities move forward smoothly.
Position Summary
The Executive Assistant to the CEO is a key member of the CNO team, responsible for providing executive-level administrative, fundraising, and external relationship support. This role involves managing complex scheduling, supporting donor relations and partner communications, coordinating events, and ensuring efficient information flow across the organization.
The ideal candidate is proactive, highly organized, detail-oriented, and capable of managing competing priorities with discretion and grace.
Key Responsibilities
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Executive & Administrative Support
Manage the CEOs calendar, appointments, and correspondence with tact and confidentiality.
Prepare materials, agendas, and briefing notes ahead of meetings with internal teams, partners, and collaborators.
Track follow-up actions from meetings and ensure deadlines are met.
Draft, proofread, and coordinate outgoing communications, letters, and proposals.
Manage travel arrangements, expense claims, and event logistics.
Maintain organized digital filing systems and shared drives.
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Fundraising & External Relationship Coordination
Support the CEO and development team in donor stewardship, proposal preparation, and impact reporting.
Provide support on internal confidential matters such as industrial labour management and assist in communications between head of HR & CEO & EIC
Coordinate meetings and communications with subscribers, and strategic partners.
Maintain donor contact information and correspondence records in CRM (e.g., Salesforce, Raiser’s Edge, or similar).
Assist with planning and logistics for fundraising events, media launches, and briefings.
Support grant application and reporting processes with document preparation and tracking.
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Senior Management and board support
Coordinate advisory board meetings, ensuring timely distribution of materials.
Record minutes and track action items.
Assist in compiling reports, presentations, and briefing documents for senior staff and board.
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Organizational Support
Contribute to a collaborative, inclusive, and values-driven organizational culture.
Qualifications & Experience
Minimum 5 years of experience in an executive assistant, project coordination, or development support role.
Experience in media, non-profit, or philanthropic sectors is an asset.
Excellent written and verbal communication skills; ability to draft and edit documents with precision.
Strong organizational skills and ability to manage multiple priorities independently.
High level of professionalism, discretion, and emotional intelligence.
Proficiency with Microsoft Office, Google Workspace, and CRM databases (Salesforce, Raiser’s Edge, or similar).
Familiarity with digital communication platforms (Zoom, Slack, Canva, Mailchimp) an asset.
Demonstrated commitment to CNO’s mission of independent journalism and public impact.
You’ll Thrive in This Role If You Are:
A proactive, steady presence who helps the CEO focus on what matters most.
Equally comfortable managing logistics and engaging with funders or senior partners.
Calm under pressure and able to manage ambiguity with professionalism.
Motivated by purpose, integrity, and service to public good.
Compensation & Benefits
Salary: $67,000
Comprehensive health and dental benefits
RSP matching (up to $1,500/year)
3 weeks paid vacation, plus sick and personal days
Hybrid and flexible work arrangements.
Opportunities for professional development and advancement.
How to Apply
Please submit your resume and cover letter through the Bamboo Portal. Incomplete applications won’t be considered.
We will ask for references as a final step in our process. We appreciate all applications, but due to the volume of applications only candidates who are considered for an interview will be contacted.
Deadline for applications
Thursday, Dec.15 2025. We look forward to hearing from you.
