Executive Assistant

Title: Executive Assistant

Classification: Non-unionized/Excluded

Annual Salary Range: $60,000 to 65,000

Location: Vancouver, BC (onsite)

Work Schedule: Full-time, 37.5 hours per week. Days and times of work flexible, to be determined by mutual agreement with Employer

Start Date: As soon as possible

Number of Vacancies: 1

Pacifica Treatment Centre

Pacifica Treatment Centre (Pacifica), founded in 1977, is an innovative charitable sector society that provides gender-inclusive in-residence treatment and community-based supportive recovery-focused services for individuals experiencing challenges associated with problematic substance use, in conjunction with concurrent mental health concerns and trauma.

Pacifica provides a comprehensive range of services designed to support personalized recovery goals, enhancing the quality of life and well-being for individuals. Our offerings include:

- Pre-engagement services and system navigation
- Orientation programs
- Primary treatment with a 27-bed in-residence facility
- A stabilization program featuring 8 in-residence beds
- Programs focusing on resiliency and trauma
- Integrative wellness initiatives
- Continuing care support
- Alumni services

At the core of our approach is an interdisciplinary team that employs a trauma-informed therapeutic community model. This approach empowers individuals to take charge of their recovery journey, fostering self-discovery, self-empowerment, and self-actualization. We achieve this through a combination of therapeutic counseling, educational initiatives, and supportive services, all aimed at strengthening not just the individuals but also their families and communities.

Our Philosophy

Pacifica respectfully acknowledges that we provide services in the unceded traditional and overlapping territories of the Coast Salish peoples, including the territories of the Skwxwú7mesh (Squamish), xʷməθkwəyəm (Musqueam), and Səlílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations and strive to do so with a collaborative spirit of reconciliation, respect and honour for the land, its peoples and their ancestors.

Pacifica embraces the values that support gender equity; anti-oppression; anti-homophobia/anti-transphobia; the elimination of stigma; sex-positivity; access for people with disabilities; anti-harassment and workplace violence; and anti-racism.

Key Responsibilities:

- Provide comprehensive support to the Executive Director and the management team including calendar management, scheduling meetings, and coordinating travel arrangements. Prioritize and resolve scheduling conflicts to ensure the Executive Director’s time is managed effectively.
- Serve as the initial point of contact for internal/external stakeholders including engagement with staff, Board members, Affiliates, community members, government officials etc.
- Handle sensitive and confidential information with the highest level of discretion and professionalism.
- Support the Executive Director with Board administration, including scheduling meetings, preparation of documents, reports and meeting packages, minute-taking, onboarding, travel, catering, communications, and other logistics.
- Prepare monthly expense reports and credit card reconciliations for the Executive Director.
- Assist with completing required human resources and payroll documentation.
- Recommend and help implement improvements to administrative processes that enhance efficiency.
- Planning, coordinating, and managing logistics for key events, such as Annual General Meetings, quarterly team meetings, and executive briefings.
- Assist with other organizational needs, initiatives, events, and projects as required.
- Carry out additional administrative tasks as needed to support the team and overall program operations.

Qualifications:

- Minimum 3-5 years’ experience in an administrative role supporting senior-level executives.
- Relevant post-secondary education or equivalent experience.
- Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook, SharePoint, and OneDrive).
- Exceptional organizational skills and attention to detail.
- Proven ability to manage multiple priorities and deadlines with ease.
- Excellent verbal and written communication skills.
- Advanced interpersonal and relationship management skills including tact and diplomacy.
- Ability to maintain a high degree of confidentiality and professionalism at all times.
- Must be able to work well independently with mínimal supervision.
- Ability to maintain boundaries, practice self-care, and work effectively in a dynamic team environment.

Pacifica’s Commitment to Equity and Inclusion
- Persons with lived experience related to substance use, mental health, and trauma.
- First Nations, Métis, and Inuit Peoples, and all other Indigenous Peoples.
- Members of non-dominant racial communities.
- Persons with visible and/or invisible disabilities.
- Persons with marginalized sexual orientations, gender identities, and gender expressions.

Pay: