Executive Assistant

4 weeks ago

Victoria, Canada Aboriginal Coalition to End Homelessness Society Full time

The Executive Assistant (EA) is responsible for supporting the Executive Director (ED). This includes supporting the ED with related responsibilities as well as upholding the overall vision and strategic directions of the ACEH and is a bridge between the ED and the senior management team.

**Posting Information**

**Position Type**:Full-time (starting on June 1, 2023).

**Rate of Pay**: $28.00 - $30.00 per hour based on relevant experience.

**Location**:2 days per week remote, 6:30 AM - 3:00 PM with a half an hour unpaid lunch break and 3 days per week on site at 500-1312 Blanshard Street, Victoria, BC. Please note, the work location may fluctuate depending on operational requirements, off-site events and meetings, and the needs of the ED.

**KEY RESPONSIBILITIES**

There are four primary focuses of the position:
1. Board Support including coordination of meetings, travel and meeting minutes;
2. General administration, such as calendar management, travel and event coordinator:
3. Writing and Research, including memos, document summaries and proposals; and

4. Technology support including presentations development and software support.

**Job Deliverables**

**1. Board Support**
- Drafting reports for the Board of Directors to be presented at Board Meetings by the ED, including reporting back 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 in order to plan and respond accordingly.
- Coordinating the AGM and Annual Board Retreat.

**2. Administrative Calendar Management and Event Coordination**
- Completing a broad variety of 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.
- Supporting and tracking developments regarding the ED’s Succession Plan.

**3. 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 writing related to various projects.
- Proposal and grant writing; a minimum of three proposal submissions are expected annually.
- Must have demonstrated writing skills (those short-listed will be required to complete a research and written assignment) and demonstrate knowledge of proposal writing elements._

**4. Technology Support (including presentations)**
- Creating and developing presentations and reports in Canva and PowerPoint.
- Tracking and reporting with Excel.
- Providing tech and software support to the ED.

**EDUCATION AND EXPERIENCE REQUIREMENTS**
- Minimum education required is bachelor’s degree in a field related to the work (public/business/office admin, community planning, and or project management).
- Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat, Canva, as well as Social Media platforms.
- Experience or personal insights into working cooperatively and non-judgmentally with people with disabilities, lived experience, addictions, etc.
- Experience working with Indigenous peoples and an awareness of the impacts of colonization.
- Preference given to those with experience working at non-profits.
- Preference given to those with experience in coordinating events and community engagement.
- ** Requires a valid driver’s license and a working vehicle**

**SKILLS AND ABILITIES**
- Ability to work professionally, effectively, and non-judgmentally with a broad range of personalities, needs, cultures and abilities.
- Ability to remain calm and professional in high stress situations.
- Ability to provide hospitality and kindness in serving others.
- 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 stro

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