Executive Assistant, Executive Office

2 months ago

Vancouver, Canada Covenant House Vancouver Full time

As we serve vulnerable youth, all employees working for Covenant House Vancouver must be fully vaccinated for COVID-19. Proof of vaccination status will be required prior to your start date.

**About Covenant House Vancouver**:
Since 1997, Covenant House Vancouver has provided relentless support for youth experiencing, or at-risk of experiencing, homelessness. We provide support to young people age 16 to 24 who have experienced a wide range of early life and ongoing, complex trauma; including physical, sexual and emotional abuse and neglect. Our purpose is to serve all youth, with absolute respect and unconditional love, to help youth experiencing homelessness, and provide a safe and supportive environment for all youth in need.

Working at Covenant House will be one of the most meaningful things that you’ll do in your life. However, you will be confronted with significant issues in this work and frankly, this work is not for everyone. In the course of doing your work, particularly for those doing frontline work, you will be exposed to the trauma of others. The youth we serve may also experience overdose, physical harm perpetuated by self or others and even death. Because we provide a relational model of care, the harms our youth experience can impact us in varying degrees.

We will provide more information on vicarious trauma during recruiting and on-boarding, to help you decide if Covenant House is the place for you.

**The Impact the Executive Assistant in the Executive Office can make**:
The Executive Assistant provides a high level of seamless and timely administrative support for Executive leadership.

**How you will contribute**:

- Full calendar management and maintenance, exercising discretion in committing time and evaluating needs.
- Draft, review and send correspondence on behalf of senior leadership
- Coordinate work with other administrative and organizational support staff as needed.
- Preparing briefing notes
- Arranging and managing meeting agendas, taking minutes and actioning to do’s
- Prepare, reconcile and submit expense claims
- Supporting senior leadership in preparing for meetings by way of summarizing research and other meeting materials.
- Plan and execute all logistics involved for meetings, tours, and events hosted by Executive leadership
- Coordinate travel arrangements.
- Produce documents and presentation materials as assigned.
- Collaborate to build and maintain an Executive Office administration manual to ensure accurate and up-to-date knowledge sharing and record keeping.
- Maintain and file records and documents as required.
- Additional, occasional duties in support of the Executive Office administration team.

**Who are we looking for?**

**Education and Experience**:

- Completion of diploma or college or bachelor’s degree or equivalent; at least 3 years of administration experience or an equivalent combination of education, training, and experience
- Proficiency in Office 365, specifically OneNote, OneDrive, SharePoint

**Competencies**:

- Ability to troubleshoot basic technical issues
- Ability to work independently and to use initiative when prioritizing tasks
- Excellent communication and interpersonal skills
- A superior level of attention to detail and excellent organizational skills
- A demonstrated ability to multi-task and prioritize in a fast-paced work environment
- Ability to exercise a high level of discretion when dealing with confidential issues
- Ability to work as a member of a team

**Compensation**:
**Total Rewards**:
This position has flexible working arrangements with a hybrid in office expectation; excellent extended health and dental benefits for you and your spouse & children, including generous counselling benefits. During the first year, employees receive three weeks’ paid vacation, increasing to four in the second year; we have paid sick and personal leave and a matching Registered Pension Plan, investment in professional development, and more. If you’d like more information on what we offer, please ask
- We have been recognized as one of Canada’s Top 100 Employers for 2024_

**Diversity, Equity & Inclusion**:
Covenant House Vancouver is a secular organization that welcomes and serves young people from all backgrounds. While the international federation to which we belong was founded in the 1970s by members of the Catholic Church, we are not aligned with any specific faith traditions.
- Persons from groups marginalized due to race, ancestry, colour, religion/spiritual beliefs, or place of origin;
- Persons with visible (physical) and/or invisible (mental) disabilities;
- Persons who identify as women;
- Persons of marginalized sexual orientations, gender identities, and gender expressions; and
- Indigenous persons.

We recognize that many of these identities intersect and that therefore, diversity, equity, and inclusion can be complex. We value the contributions that each person brings and are committed to ensuring full and equa

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