Executive Assistant

**Program**:Administration
**Job Status**:Full Time, Permanent
**Union Status**:Excluded
**Location**:449 East Hastings St. Vancouver, BC V6A 1P5
**Hours**:Monday to Friday, 8:30 to 4:30
**Salary**:$25.00-30.00/hour + benefits and pension after 3 months

Vancouver Aboriginal Health Society (VAHS) is a not-for-profit organization located in the Downtown Eastside (DTES) community for over 30 years. Our services are designed by and for urban Aboriginal people to promote physical, mental, emotional, and spiritual wellness. VAHS programs include a cultural team of Elders, Traditional Healers, and Knowledge Keepers; a comprehensive Primary Care Clinic; a Dental Clinic with by-donation services; and Indigenous Early Years programs for children and families.

**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. This position promotes a strong office environment to guide our growing programs and services.

This is a **permanent, full time** position with normal working hours of 8:30-4:30, Monday to Friday; work is performed on-site at our 449 East Hastings location. The starting wage range is **$25.00-$30.00/hour,** based on alignment with the qualifications, knowledge, skills, and abilities listed. This position is excluded from the BCGEU Collective Agreement to the confidential nature of the duties and responsibilities.

**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
- Oversees office supplies, equipment, and capital; orders products within approved budgets and coordinates installations or maintenance with service providers
- Maintains administrative files, records, keys/alarm codes, and other office systems
- Advertises job postings online and to community partners
- Distributes memos, news, and other correspondence (internally and/or externally)
- Opens and closes the office when required; acts as an emergency contact as needed
- Performs other related duties and responsibilities, as assigned by the Executive Director

**QUALIFICATIONS**
- At least two (2) years of prior experience in an office administrative role, ideally in a not-for-profit or Indigenous organization
- Post-secondary training as an administrative assistant or similar role is an asset

**KNOWLEDGE, SKILLS, AND ABILITIES**
- High-level organizational skills to manage diverse workloads effectively and independently, which includes the ability to manage multiple tasks under tight deadlines and using initiative to plan, organize, and make sound decisions on competing priorities, including conflicting deadlines
- Clear and respectful written, oral, and interpersonal communication skills
- Able to work independently and as part of a multi-program team
- Advanced computer skills, including: basic data entry, typing quickly and accurately, and using the Internet, electronic filing systems, and Microsoft Office
- Able to maintain confidentiality and commit to professional standards and ethics
- Able to support staff in following approved policies and procedures
- Able to set personal and professional boundaries, including self-care and work-life balance
- **The following points are considered assets**:_
- Knowledge or experience with Indigenous cultures, communities, and teachings
- Knowledge of local health, social, and community/not-for-profit resources
- Experience working in a capacity requiring confidentiality, tact, and diplomacy
- Experience coordinating events or programs
- Basic knowledge of setting up and troubleshooting office equipment
- Experience managing social media platforms
- Exp