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Only 24h Left Executive Assistant

4 weeks ago

Vancouver, British Columbia, Canada Vancouver Aboriginal Health Society Full time

Vancouver Aboriginal Health Society (VAHS) is a not-for-profit organization located in the Downtown Eastside community for over 30 years. Our services are designed by and for urban Aboriginal people to promote physical, mental, emotional, and spiritual wellness.

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.

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