Executive Assistant

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 [email protected] 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.

La Fondation Asie Pacifique du Canada (FAP Canada) est une organisation indépendante à but non lucratif qui se consacre au renforcement des relations entre le Canada et l'Asie. Notre mission est de permettre aux Canadiennes et aux Canadiens de mieux comprendre l’Asie, d’y tisser des liens et d’y réussir grâce à la recherche, à l’éducation, au rassemblement d’acteurs et d’actrices clés et à des initiatives qui renforcent l’engagement du Canada en Asie.

La FAP Canada est à la recherche d’un adjoint ou d’une adjointe de direction à temps plein pour un poste permanent . La personne titulaire du poste fournira un soutien complet à la vice-présidence, Recherche , sur les plans administratif, exécutif et logistique. Elle travaillera étroitement avec les équipes internes et les intervenants externes de la FAP Canada, notamment des hauts fonctionnaires, des universitaires, des établissements de recherche, des partenaires et d’autres contacts de haut niveau, au Canada et à l’international.

Le poste comprend notamment la gestion de l’agenda et des réunions de la vice-présidence, la coordination des déplacements au Canada et à l’étranger, la préparation de la correspondance et de documents d’information, la facilitation des communications ainsi que le suivi des priorités, des mesures à prendre et des échéances.

Les principales responsabilités comprennent la coordination des réunions et des horaires; la préparation des ordres du jour, des procès-verbaux, de la correspondance et des documents de réunion; l’organisation des déplacements et le traitement des frais; le soutien aux communications avec les intervenants internes et externes; le soutien administratif et logistique aux événements, aux tables rondes et aux ateliers; l’appui à l’administration des subventions et des bourses; ainsi que le maintien de dossiers organisés et de systèmes de classement électronique efficaces.

La personne candidate doit posséder d’excellentes compétences en organisation et en gestion du temps , de solides aptitudes à la communication écrite et orale, un grand souci du détail ainsi que la capacité de gérer simultanément plusieurs priorités concurrentes. La personne idéale fera preuve d’un jugement sûr, de professionnalisme et de discrétion dans le traitement de renseignements confidentiels et destinés à la haute direction. Elle démontrera également une sensibilité culturelle et politique dans ses interactions avec des intervenants diversifiés et internationaux.

• Une maîtrise avancée de la suite Microsoft Office, notamment Outlook, Word, Excel et PowerPoint, est requise. La personne candidate doit également posséder de solides compétences en gestion d’agenda, en planification, en gestion documentaire, en classement électronique et en utilisation de plateformes de réunion virtuelle. Previous
• experience providing executive-level or senior administrative support and managing complex calendars, meetings, travel, and expenses is required .

Veuillez consulter la description de poste complète sur le site Web de la FAP Canada pour obtenir tous les renseignements sur le poste, les responsabilités et les quali