Executive Assistant & Board Administrator

Explore A Career At Mosaic
Mosaic Forest Management Corporation is a 100% Canadian-owned timberlands manager, managing private timberlands and public forest tenures in Coastal British Columbia for more than a century. We are committed to forest practices and land use that prioritize environmental stewardship, create value, and enhance the lives of British Columbians. For more information, visit MosaicForests.com.

The Opportunity 
Mosaic Forest Management is seeking a Part Time Executive Assistant & Board Administrator to work out of our Vancouver, BC office.  This role is structured at 24 hours per week, with the opportunity to expand into a full-time position by supporting additional departments and members of the senior leadership team.

The Role 
Reporting to the Chief Executive Officer, this role provides high-level administrative support to the CEO while managing matters related to the company’s Board of Directors. The position serves as the key liaison for Board communications and ensures effective coordination with affiliated entities. In addition, the Executive Assistant & Board Administrator oversees day-to-day office operations and supports organizational effectiveness by coordinating administrative functions and special projects across the company. Specific responsibilities include but are not limited to:

• Providing administrative support to the CEO and Senior Leadership Team as required;
• Scheduling Board meetings, preparing agendas, and assisting with meeting minutes;
• Updating and maintaining Board records;
• Administering Board compensation, processing travel reimbursements, and assisting with the annual Board budget;
• Communicating key updates to Board members as directed;
• Drafting and editing correspondence and presentation materials, and coordinating translations as needed;
• Managing meeting schedules, appointments, confirmations, and reminders;
• Coordinating meeting logistics, including booking venues, equipment, and catering, and preparing and distributing materials and minutes;
• Arranging travel, booking transportation and accommodation, preparing itineraries, and processing travel expenses;
• Overseeing the management of the Vancouver office, including vendor coordination, office maintenance, workspace setup, front desk duties, guest reception, and mail/courier services; and
• Coordinating office supply procurement, managing building access, and overseeing office-related invoicing.

What We’Re Seeking:

• 5 + years of experience supporting high-level executives or board members;
• Excellent communication, interpersonal, and customer service skills, both internally and externally;
• Strong organizational skills with attention to detail and the ability to effectively manage deadlines;
• Advanced proficiency in Microsoft Office Suite, including Excel and PowerPoint;
• Demonstrated ability to manage sensitive and confidential information with discretion;
• Experience managing corporate office operations, including building maintenance;
• Strong writing and proofreading skills; and
• Experience with board management software (i.e., Diligent) is preferred but not required.

Mosaic values diversity and recognizes that talent comes in many forms. Even if you don’t meet every qualification, we encourage you to apply. We’re eager to learn about your unique knowledge, skills and experiences. 

What You Get
Mosaic Forest Management is one of BC’s Top 100 Employers. We are proud of our highly collaborative, respectful, and innovative work environment. Our employees are empowered with high levels of role autonomy and the ability to make decisions and lead change.

At Mosaic, we believe in rewarding our employees with a comprehensive and competitive package that reflects the value they bring to our team. Here's a glimpse of what you can expect when you join us:

• Competitive compensation that matches your skills and experience.
• Annual bonus tied to both individual and company performance, recognizing your contributions to our success.
• Employer-paid premiums for a robust benefits package to support your wellness.
• Company-funded defined contribution pension plan to help secure your future.
• Generous paid vacation program, to recharge and relax.
• Flexible work model, depending on your role.
• We also offer various additional benefits and programs, including maternity and parental leave EI top-ups, opportunities for continuing education and professional development, and various discounts on goods and services.

 All programs and benefits are subject to change.

Compensation
The hourly wage for this position ranges from $35.00 to $52.00.  Individual compensation is commensurate with skill, relevant experience, and education.

To Apply
Visit mosaicforests.com/careers and click on the Job Opportunities to apply.  This position will remain posted until filled.

At Mosaic, we believe in creating a workplace where everyone feels they belong and can contribute their whole, authentic selves to help us achieve our strategic goals. We’re proud to be an Employer Partner of the Canadian Centre for Diversity and Inclusion and we are dedicated to fostering an inclusive environment that values diversity and promotes equity.

If you require accommodation at any point during the recruitment process, please email careers@mosaicforests.com