The Asia Pacific Foundation of Canada is an independent not-for-profit organization focused on Canada’s relations with Asia. Our vision is a prosperous, secure Canada shaping its future through high-impact engagement with Asia, and our mission is to enable Canadians to understand, connect with, and succeed in Asia. APF Canada is dedicated to strengthening ties between Canada and Asia through its research, education and convening activities as well as building Asia skills and competencies among Canadians, including young Canadians, and improving Canadians’ general understanding of Asia and its growing global influence.
APF Canada is seeking a permanent full- time Executive Assistant. The position works with internal teams and external stakeholders, including senior government officials, academics, research institutions, partners, and other high-profile contacts in Canada and internationally. The Executive Assistant also provides administrative and logistical support for organizational meetings, events, grants, fellowships, and other activities in collaboration with Project Coordinators, Program Managers, and other teams.
Major Responsibilities
Executive Assistance to VP Research
- Provide comprehensive administrative support to the Executive, including calendar and meeting management, correspondence, document preparation, and follow-up.
- Coordinate schedules, prioritize commitments, and serve as a key point of contact between the Executive and internal and external stakeholders.
- Facilitate timely communication and information sharing across relevant teams.
- Prepare, organize, and maintain documents, briefing materials, correspondence, and other information required by the Executive.
- Schedule and coordinate internal and external meetings, including all logistical arrangements.
- Prepare agendas, meeting materials, minutes, and action items as required.
- Maintain meeting records and follow up on outstanding action items and deadlines.
Executive Travel and Expenses
- Coordinate domestic and international travel, including itineraries, transportation, accommodations, and meeting arrangements.
- Track travel expenses and process expense claims accurately and promptly.
- Manage travel changes and resolve logistical issues as required.
Stakeholder and Communications Support
- Coordinate communications, meetings, and logistics with external stakeholders in Canada and internationally.
- Prepare and distribute correspondence, invitations, and meeting materials.
- Maintain professionalism, discretion, and cultural and political sensitivity in all stakeholder interactions.
Event and Roundtable Support
- Provide administrative and logistical support for research events, roundtables, workshops, meetings, and other organizational activities.
- Assist with invitations, registration, participant lists, meeting materials, room setup, and other logistical requirements.
- Provide on-site event support as required, including registration, materials, room preparation, and other physical/logistical tasks.
- Work collaboratively with the Events Manager, Project Coordinator, Program Managers, and other colleagues to support successful event delivery.
- Support smaller or local roundtables and meetings where appropriate.
Grants and Fellowship Administration
- Provide administrative support for the preparation, processing, and maintenance of grant and fellowship agreements.
- Maintain organized records of agreements, approvals, correspondence, deliverables, and payment documentation.
- Coordinate required documentation and approvals with the Project Coordinator, Program Managers, Accounting, and other internal stakeholders.
Reporting and Record Keeping
- Support the compilation, formatting, and organization of information required for reports, Board meetings, presentations, and other organizational documents.
- Assist the Project Coordinator with maintaining event lists, attendance information, and other administrative records.
- Maintain organized electronic filing and record-keeping systems.
- Ensure documents and records are appropriately maintained and readily accessible to authorized staff.
Confidentiality and Professional Judgment
- Handle confidential, sensitive, and executive-level information with a high degree of discretion.
- Exercise sound judgment when determining priorities and responding to requests.
- Demonstrate cultural and political sensitivity when communicating with stakeholders from diverse backgrounds.
- Maintain professionalism when representing the Executive and the organization to internal and external stakeholders.
Other Responsibilities
- Collaborate with Project Coordinators and other administrative staff to ensure effective coordination and appropriate division of responsibilities.
- Provide general administrative and operational support as organizational needs require.
- Perform other related duties consistent with the scope of the position.
Desired Skills and Abilities
- Post-secondary education in business administration, office administration, communications, or a related field, or an equivalent combination of education and experience.
- Previous experience providing executive-level or senior administrative support.
- Experience managing complex calendars, meetings, travel, and expense administration.
- Experience interacting professionally with senior leaders and external stakeholders.
- Experience supporting events, meetings, grants, or financial administration is an asset.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Excellent attention to detail and ability to manage multiple competing priorities.
- Strong judgment, professionalism, and discretion when handling confidential information.
- Ability to work independently while collaborating effectively across teams.
- Demonstrated cultural awareness and sensitivity when working with diverse and international stakeholders.
Technical Requirements
- Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Strong calendar, scheduling, document management, and electronic filing skills.
- Ability to use virtual meeting platforms and other administrative and organizational systems.
- Experience with expense management, travel booking, event registration, or financial systems is an asset.
Eligibility
Applicants must be legally entitled to work in Canada at the time of application. The successful applicant will be based in Vancouver on a hybrid work arrangement. Regular working hours are Monday to Friday during standard office hours; however, this position occasionally requires flexibility to work outside regular office hours and on weekends. The successful applicant will be based in Vancouver on a hybrid work arrangement and is required to work in the office a minimum of three days per week.
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 this range. APF Canada also offers a comprehensive extended health benefits package, including but not limited to vision and dental care, paramedical services, telemedicine, a Registered Retirement Savings Plan (RRSP) matching contribution, and an Employee & Family Assistance Program (E&FAP), among others.
Application Procedures
Applicants should submit the following documents MERGED in ONE PDF file. An incomplete application will not be considered.
- One-page Cover Letter detailing the applicant’s interest in and suitability for the role.
- Résumé detailing the applicant’s academic background, skills, and professional experiences.
- Name, title, and contact information (email and phone number) for two professional references. References will only be contacted if the applicant is short-listed for the role.
The application deadline is October 8, 2026 at 11:59 p.m. PT Applications will be reviewed on a rolling basis, so we encourage you to submit yours as soon as it is prepared. Please note that this posting may close earlier than the stated deadline if the position is filled.
Please add notifications@app.bamboohr.com to your contact list to ensure delivery of all correspondence from us.
Guidelines on the Fair Use of AI
At the Asia Pacific Foundation of Canada, we recognize that AI is becoming an integral part of our daily lives, and we see its potential to enhance innovation, streamline processes, save time, and ultimately amplify our mission. We view AI as a tool to support creativity throughout your job search when used for such things as polishing resumés.
All applications are reviewed by a human. All qualified applicants will receive consideration for employment regardless of age, ethnicity, gender identity or expression, language, national or Indigenous origin, family or marital status, physical and mental ability, political affiliation, race, religion, sexual orientation, or socio-economic status.
We appreciate the interest of all applicants, but due to the anticipated high volume of applications, we will only be able to reach out to those who best meet the qualifications and requirements for the position. Only shortlisted candidates will be contacted to schedule an interview. If you are selected for an interview, please ensure that any AI tools are turned off during interviews. Otherwise, we will not be able to assess your ability to showcase original ideas or get a true sense of your skills and passion for joining the Foundation.
Furthermore, submitting your application in response to our job postings is deemed to be consent to the collection, use and necessary disclosure of personal information for the purposes of recruitment and assessing your suitability for employment. APF Canada respects the privacy of all applicants and the confidentiality of personal information.
