Executive Assistant

6 months ago

Victoria, Canada Aboriginal Coalition to End Homelessness Society Full time

Join the Aboriginal Coalition to End Homelessness Society, a dynamic non-profit organization committed to ending homelessness for Indigenous peoples. We seek a self-starting Executive Assistant (EA) to support our Executive Director (ED) and facilitate seamless communication within our organization.

**Our Vision**: _Our way is to care for all our people, from the youngest to the oldest. We are all one. Some of our people living away from home are suffering, isolated and homeless. We stand together to end homelessness.**Job Details**:
**Position Type**: Full-time, 40 hours per week.
**Salary / Wage**:$28 - $30 per hour
**Start Date**: Immediately

**Application Submission**: You are required to submit a resume and cover letter that highlights Indigenous ancestry, Indigenous community/organization involvements, education, certification, demonstrated contract experience, and how your knowledge, skills, and abilities will support and contribute to the ACEH and our community through a cultural lens.

**_Applications missing this will be automatically screened out of the selection process._**_ _**

**The ACEH values strength in diversity. As an inclusive employer that celebrates the gifts of all its staff and encourages members of the 2SLGBTQQIA+ community to apply.**

**Board Support**
- Draft reports for the Board of Directors to be presented at Board Meetings by the ED, including reporting on ED engagements and, when required, supporting the Board Chair with communications.
- Gathering information, maintaining accurate record keeping, and providing reminders to the ED and Board regarding Board meeting actions and agenda items.
- Preparing Board Agendas, taking and distributing minutes for approval, and sending out Board meeting packages in a timely manner.
- Coordinating the Board, Finance, Governance, and Committee meetings, including travel and cheque processing (travel-related reimbursements, facility rentals, accommodations, and meals).
- Learning and understanding the Bylaws and Governance Policies to plan and respond accordingly.
- Coordinating the AGM and Annual Board Retreat.

**Administrative Calendar Management and Event Coordination**
- Completing various administrative tasks, including managing multiple calendars, coordinating meetings, preparing briefing notes, data entry, arranging travel plans for the ED, drafting itineraries and agendas, flagging important deadlines, coordinating staff meetings and events, and responding to external and internal meeting requests.
- Managing the expenses and submissions related to credit card and cheque requisition submissions.
- Organizing events and being the main point of contact for event management.
- Coordinating meetings with managers and directors, following up with meeting minutes, and tracking the completion of action items.

**Writing and Research (Proposals)**
- Drafting letters to funders, donors, and external contacts as requested.
- Drafting staff memos, managing social media posts, and website maintenance as required.
- Summarizing articles/reports, editing, and proofreading documents.
- Assisting with research, analysis, and report writing.
- Proposal and grant writing; three to four proposals annually.

**Technology Support & Desk-Top Publishing**
- Creating and developing presentations and reports in Canva and PowerPoint.
- Tracking and reporting with Excel.
- Providing tech and software support to the ED.

**Qualifications & Education**:

- Required - Bachelor’s degree in a relevant field (public/business/office admin, community planning, and/or project management).
- Required - Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat, Canva, and Social Media platforms.
- Experience working with Indigenous peoples and an awareness of the impacts of colonization.
- Preference is given to experience working at non-profits and with experience in coordinating events and community engagement.
- ** Required - Valid driver’s license and a working vehicle.**

**Skills & Abilities**:

- Ability to work professionally, effectively, and non-judgmentally with various personalities, needs, cultures, and abilities and provide hospitality and kindness in serving others.
- Ability to remain calm and professional in high-stress situations.
- Ability to work under pressure and exercise good judgment in a variety of situations.
- Ability to work independently, flexible, and adaptable to various competing demands.
- Demonstrate proactive approaches to problem-solving with strong decision-making capability.
- Ability to handle change, exercising flexibility with plans evolving and changing direction.
- Ability to demonstrate strong written and verbal communication skills.
- Demonstrated ability and success in proposal writing and program development.
- Ability to demonstrate organizational and administrative skills.
- Ability to handle confidential information with discretion.
- Ability to effectively manage time to complete and prioritize var

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