Executive Assistant

Job summary

The Executive Assistant provides comprehensive administrative and logistical support to the Vice-President, Research, including calendar management and travel coordination. They also facilitate communications with internal and external stakeholders and assist with event logistics and grant administration.

Job details

Call for Applications Position: Executive Assistant- Permanent Full- Time The Asia Pacific Foundation of Canada (APF Canada) is an independent not-for-profit organization focused on Canada’s relations with Asia. Our mission is to enable Canadians to understand, connect with, and succeed in Asia through research, education, convening, and initiatives that strengthen Canada-Asia engagement. APF Canada is seeking a permanent, full-time Executive Assistant to provide comprehensive executive, administrative, and logistical support to the Vice-President, Research. The Executive Assistant will work closely with internal teams and external stakeholders, including senior government officials, academics, research institutions, partners, and other high-profile contacts in Canada and internationally. The role involves managing the Executive’s calendar and meetings, coordinating domestic and international travel, preparing correspondence and briefing materials, facilitating communications, and ensuring timely follow-up on priorities, action items, and deadlines. Key responsibilities include coordinating meetings and schedules; preparing agendas, minutes, correspondence, and meeting materials; arranging travel and processing expenses; supporting communications with internal and external stakeholders; providing logistical support for events, roundtables, and workshops; assisting with grant and fellowship administration; and maintaining organized records and electronic filing systems. Candidates should have exceptional organizational and time-management skills, strong written and verbal communication skills, excellent attention to detail, and the ability to manage multiple competing priorities. The ideal candidate will demonstrate strong judgment, professionalism, and discretion when handling confidential and executive-level information, as well as cultural awareness and sensitivity when engaging with diverse and international stakeholders. Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, is required, along with strong calendar management, scheduling, document management, electronic filing, and virtual meeting platform skills. Previous experience providing executive-level or senior administrative support and managing complex calendars, meetings, travel, and expenses is required. Please review the full Job Description on APF Canada’s website for complete details regarding the position, responsibilities, and qualifications. [Click here to access complete details.] Eligibility and Work Arrangement Applicants must be legally entitled to work in Canada at the time of application. The successful candidate will be based in Vancouver under a hybrid work arrangement and is required to work in the office a minimum of three days per week. Regular working hours are Monday to Friday during standard office hours; however, occasional flexibility to work outside regular office hours and on weekends may be required. Compensation The annual base salary range for this position is $64,000 to $68,000. Depending on a combination of factors, including the candidate’s relevant experience and level of expertise, the target pay for this role is no more than the midpoint of the range. APF Canada also offers a comprehensive extended health benefits package, including vision and dental care, paramedical services, telemedicine, Registered Retirement Savings Plan (RRSP) matching contributions, and an Employee & Family Assistance Program (E&FAP), among other benefits. How to Apply Applicants must submit the following documents merged into ONE PDF file. Incomplete applications will not be considered: One-page Cover Letter outlining your interest in and suitability for the role Résumé detailing your education, skills, and professional experience Names, titles, email addresses, and phone numbers for two professional references. References will only be contacted for shortlisted candidates. The application deadline is October 8, 2026. Applications will be reviewed on a rolling basis, and applicants are encouraged to apply early. The posting may close before the stated deadline if the position is filled. Please add notifications@app.bamboohr.com to your contact list to ensure you receive correspondence regarding your application. APF Canada recognizes AI as a tool that can support candidates during the job-search process, including for purposes such as polishing resumés. All applications are reviewed by a human. If selected for an interview, candidates are expected to participate without the use of AI tools so that we can assess their individual skills, experience, and ideas. APF Canada is committed to equitable employment practices and respects the privacy and confidentiality of all applicants. Only candidates selected for an interview will be contacted.

What you’ll do

The Executive Assistant provides comprehensive administrative and logistical support to the Vice-President, Research, including calendar management and travel coordination. They also facilitate communications with internal and external stakeholders and assist with event logistics and grant administration.

Requirements

Candidates must have previous experience providing executive-level administrative support and managing complex schedules and travel. Proficiency in Microsoft Office and strong organizational, communication, and interpersonal skills are required.

Benefits

• Extended health benefits • Vision care • Dental care • Paramedical services • Telemedicine • RRSP matching contributions • Employee & Family Assistance Program

Listed skills

• Time management · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar management
• Administrative support
• Travel coordination
• Expense processing
• Document management
• Electronic filing
• Microsoft Office
• Outlook
• Word
• Excel
• PowerPoint
• Communication
• Time management
• Organizational skills
• Attention to detail
• Virtual meeting platforms
• Calendar Management
• Document Management
• Administrative Support
• Professionalism
• Dental Care
• Microsoft Access
• Microsoft Excel
• Research
• Artificial Intelligence
• Polishing
• Confidentiality
• Microsoft Outlook
• Microsoft PowerPoint
• Time Management
• Telehealth
• Travel Arrangements
• Verbal Communication Skills
• Scheduling
• Coordinating
• Filing
• Detail Oriented

Job areas

• Administrative
• Management & Leadership
• Science & Research
• Government & Public Sector
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants