Executive Assistant

Program : Administration

Job Status : Full Time, Permanent

Union Status : Excluded

Location : 449 East Hastings St. Vancouver, BC V6A 1P5

Hours : Monday to Friday, 8 : 30 to 4 : 30

Salary : $25.00 30.00 / hour + benefits and pension after 3 months

Vancouver Aboriginal Health Society (VAHS) is a not-for-profit organization located in the Downtown Eastside (DTES) community for over 30 years.

Our services are designed by and for urban Aboriginal people to promote physical, mental, emotional, and spiritual wellness.

VAHS programs include a cultural team of Elders, Traditional Healers, and Knowledge Keepers; a comprehensive Primary Care Clinic;

a Dental Clinic with by-donation services; and Indigenous Early Years programs for children and families.

ABOUT THIS POSITION

The Executive Assistant performs administrative tasks to support the Executive Director, the Board of Directors, and overall operations at VAHS.

As Executive Assistant, you will be accountable for providing a full range of high-level administrative supports, including planning, organizing, and carrying out the required office duties to ensure that matters are handled efficiently and effectively.

This position promotes a strong office environment to guide our growing programs and services.

This is a permanent, full time position with normal working hours of 8 : 30 4 : 30, Monday to Friday; work is performed on-site at our 449 East Hastings location.

The starting wage range is $25.00 $30.00 / hour, based on alignment with the qualifications, knowledge, skills, and abilities listed.

This position is excluded from the BCGEU Collective Agreement to the confidential nature of the duties and responsibilities.

DUTIES AND RESPONSIBILITIES

Executive Administration

• Performs confidential and sensitive administrative tasks to support the Executive Director and Board of Directors, including but not limited to :
• schedule management (determining priorities and urgent situations, scheduling meetings, and making changes / adjustments as required)
• flow of information (determining the nature and priority of inquiries and requests)
• composing or preparing routine and non-routine correspondence
• Organizes meetings and events by scheduling dates, booking space, preparing agendas and meeting packages, recording minutes, and following up on action items
• Types, edits, and formats a variety of materials, including reports, memos, spreadsheets, graphics, presentations, and promotional materials (print and / or online) for a variety of audiences
• Identifies emerging issues, determines their urgency / priority, gathers and compiles background information, and briefs the Executive Director or directs routine matters to other staff

Office Administration

• Develops and improves office procedures; supports staff with following procedures as needed
• Screens and directs emails, phone calls, mail, and visitors to appropriate staff
• Oversees office supplies, equipment, and capital; orders products within approved budgets and coordinates installations or maintenance with service providers
• Manages the VAHS website, social media, administration email, and main office phone line; responds to general inquiries about VAHS and directs to other staff where appropriate
• Maintains administrative files, records, keys / alarm codes, and other office systems
• Advertises job postings online and to community partners
• Distributes memos, news, and other correspondence (internally and / or externally)
• Opens and closes the office when required; acts as an emergency contact as needed
• Performs other related duties and responsibilities, as assigned by the Executive Director

QUALIFICATIONS

• At least two (2) years of prior experience in an office administrative role, ideally in a not-for-profit or Indigenous organization
• Post-secondary training as an administrative assistant or similar role is an asset

KNOWLEDGE, SKILLS, AND ABILITIES

• High-level organizational skills to manage diverse workloads effectively and independently, which includes the ability to manage multiple tasks under tight deadlines and using initiative to plan, organize, and make sound decisions on competing priorities, including conflicting deadlines
• Clear and respectful written, oral, and interpersonal communication skills
• Able to work independently and as part of a multi-program team
• Advanced computer skills, including : basic data entry, typing quickly and accurately, and using the Internet, electronic filing systems, and Microsoft Office
• Able to maintain confidentiality and commit to professional standards and ethics
• Able to support staff in following approved policies and procedures
• Able to set personal and professional boundaries, including self-care and work-life balance

The following points are considered assets :

• Knowledge or experience with Indigenous cultures, communities, and teachings
• Knowledge of local health, social, and community / not-for-profit resources
• Experience working in a capacity requiring confidentiality, tact, and diplomacy
• Experience coordinating events or programs
• Basic knowledge of setting up and troubleshooting office equipment
• Experience using Canva or similar programs for basic graphic design
• A valid BC driver’s license

VAHS encourages all people with relevant professional, grassroots, education, and / or lived experience to apply, even if they do not meet all of the points listed.

We look for people who are committed to ongoing learning and development, and we will train the successful candidate.

We strongly encourage people from under-represented communities to apply, including but not limited to : Indigenous, Black, and people of colour;

disabled people; and 2SLGBTQIA+ people of all genders. In alignment with Section 41 of the BC Human Rights Code, Aboriginal (First Nations, Métis, Inuit) applicants are preferred.

In your cover letter, please self-identify at your comfort level.

HOW TO APPLY

Please submit your application or questions about this posting to : [email protected]

ATTN : Carrie Humchitt, Executive Director

Subject Line : Executive Assistant Application

All VAHS job applications require a resume and a cover letter; please submit both in PDF format. Successful candidates will be required to complete a vulnerable sector Criminal Record Check.

This posting will remain open until filled. VAHS thanks all applicants for their interest, but only those selected for an interview will be contacted.

Donate andsupport our programs

As a proud not-for-profit, we rely on donations to ensure that wellness is accessible to all. Donations can be allocated to specific programs by selecting the donate button on the program's page.

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