Executive Assistant

4 weeks ago

Vancouver, Canada Downtown Eastside Women's Centre - Vancouver, BC Full time

About DEWC

The Downtown Eastside Women’s Centre (DEWC) exists to support and empower women and children, living in extreme poverty in the Downtown Eastside of Vancouver, who are particularly vulnerable to violence, exploitation, injustice and injury. Through low barrier Drop-In Centers and Emergency Shelters, DEWC provides basic need services, programs, and specialized supports to over 700 women and children daily to help them survive the conditions that surround them.

Job Summary

The Executive Assistant will provide administrative support to the Director of Programs as well as the other housing and specialized services staff of the Downtown Eastside Women's Centre. Reporting directly to the Director of Programs, the Executive Assistant will work in collaboration with other DEWC staff to ensure services to women. She will work from a feminist perspective and within an anti-oppression framework.

Key Duties & Responsibilities
- Providing administrative support to the Director of Programs as well as the other housing and specialized services staff by operating a variety of computer software packages
- Maintaining the manual client filing systems under various programs as well as making notes on case files. Creating computerized filing systems to track unassigned files
- Flagging priority cases for the Director's attention, as well as coordinating client meetings
- Managing requests and assisting with onboarding forms, and assets for new staff as well as the asset user agreements
- Assisting with compiling orientation manuals for newly hired staff
- Arranging and filing invoices and creating cheque requisitions for the Director and financial authority’s approval
- Helping organize and file cheques for external clients as well as for women's subsidies and housing assistance
- Assisting the Director in reviewing financial reports, reaching home as well as activity reports monthly by reviewing various statistics and client data provided by housing workers
- Compiling data provided by staff and creating drafts for Director's monthly board reports
- Ordering office supplies for different sites, and maintaining track of inventory
- Making travel arrangements and reservations, and managing all travel expense claims and invoices
- Organizing and confirming the Director's meetings and interview schedules by sending invites and booking meeting rooms
- Scheduling the meetings, preparing agenda, coordinating the bookings and logistics (office supplies, refreshments), and taking minutes for the housing case management as well disciplinary union meetings
- Assisting in reviewing time sheets and approving leave requests on ADP attendance management software
- Inputting shelter access data in HIFIS and victim services data on the Ministry portal periodically
- Providing customer service by providing routine guidance and information to clients about the organization's services and redirecting all inquiries and service requests to appropriate staff
- Any other additional duties assigned by the Director

Qualifications required:

- 3+ years experience in an similar Administration role
- Demonstrated administrative skills, including report writing
- Efficient organizational skills including record keeping, scheduling, and problem-solving abilities
- Strong computer and IT skills including Office365, Salesforce, Word, Excel, and QuickBooks
- Substantial experience in database use and management
- Must have a strong working knowledge and analysis of the issues impacting women in the downtown eastside, including violence against women, mental health, homelessness, and addictions
- Strong conflict resolution skills and practice
- Excellent communication skills required, including the ability to work in a respectful and cooperative manner with co-workers, and centre members
- Ability to work within a chaotic environment and with a diverse community of women
- A First Aid certificate is required
- Women with addiction issues need to be at least 2 years clean and sober
- Hourly position that requires some work outside of normal business hours to undertake position responsibilities, meet deadlines, and ensure delivery of high-quality programs and services.

Reports to: Director of Programs

Organizational Status

The Downtown Eastside Women’s Centre operates on the unceded & ancestral Musqueam, Squamish & Tsleil-Waututh Territories (xʷməθkʷəy̓əm, Sḵwx̱wú7mesh, and səl̓ílwətaʔɬ), to provide a safe, non-judgmental environment for women from all walks of life, who live and/or work in the Downtown Eastside. To achieve this goal, the Centre provides supportive surroundings with meals, counseling, advocacy and programs which nurture and empower members. The Downtown Eastside (DTES) as a neighbourhood is well-known within Vancouver and even across Canada for its disproportionate levels of poverty and extreme marginalization. Home to populations made vulnerable including those who are homeless, mentally ill, and/or with

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