Job Title: Executive Assistant
Program: Administration Office
Status: Full Time, Permanent, non-Union
Wages: $25.00–30.00/hour + benefits and pension
Location: 449 East Hastings St. Vancouver, BC V6A 1P5
Hours: Monday to Friday, 8:30 to 4:30
Closing Date: Open until filled
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, and that the Executive Director and the Board of Directors are organized and well prepared for all occasions. 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 from Monday to Friday; hours may be adjusted to support internal clients, such as for board meetings and public events. Work is on-site at our 449 East Hastings location.
The Starting Wage range is $25.00–30.00/hour, based on qualifications and alignment with the Knowledge, Skills, and Abilities in this posting. This position is excluded from the BCGEU Collective Agreement due to the confidential nature of the duties and responsibilities.
DUTIES AND RESPONSIBILITIES
- 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 and adjustments as required);
- flow of information (determining the nature and priority of inquiries and requests);
- correspondence (composing or preparing routine and non-routine correspondence, based on information or notes provided, for the approval and signature by the Executive Director or Board of Directors)
- Organizes meetings and events for a variety of participants (including public and staff) by scheduling dates, booking space, preparing agendas and meeting packages, recording minutes, and following up on action items
- Types, proofreads, edits, and formats a variety of materials, including reports, memos, graphs, tables, spreadsheets, presentations, and promotional materials (print and/or online) for a wide variety of audiences
- Identifies emerging issues, determines their urgency/priority, gathers and compiles background information, and briefs the Executive Director for timely and appropriate decisions and/or action (including directing routine matters to other staff)
- Develops and improves office systems and 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
- Manages the VAHS administration office's email and phone line; responds to general inquiries and directs inquiries to other staff where appropriate
- 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/closes the office as required; acts as an emergency contact as needed
- Performs other related duties and responsibilities, as assigned by the Executive Director
- At least two (2) years of prior experience in a high-level administrative role, ideally in an Indigenous or not-for-profit organization
- Post-secondary training as an administrative assistant or similar role
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 timelines 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—often self-directed—and as part of a multi-program team
- Able to manage time effectively and prioritize complex tasks
- Advanced computer skills, including: basic data entry, typing quickly and accurately, and using the Internet, electronic filing systems, Zoom/Microsoft Teams, 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 for self-care and work-life balance
The following points are considered assets:
- Knowledge of diverse Indigenous cultures, histories, issues, and traditional practices
- Knowledge of local health, social, and community resources
- Knowledge of not-for-profit and health care/social service structures
- Experience working in a capacity requiring confidentiality, tact, and diplomacy
- Basic knowledge of setting up and troubleshooting office equipment
- Experience with coordinating meetings, events, or program activities
- Class 5 driver’s license and access to a safe, reliable vehicle
VAHS encourages all people with relevant professional, grassroots, education, and/or lived experience to apply, even if they do not meet all of the points listed. We look for people who are committed to ongoing learning and development, and we will train the successful candidate.
We strongly encourage people from under-represented communities to apply, including but not limited to: Indigenous, Black, and people of colour; disabled people; and 2SLGBTQIA+ people of all genders. In alignment with Section 41 of the BC Human Rights Code, Aboriginal (First Nations, Métis, Inuit) applicants are preferred. In your cover letter, please self-identify at your comfort level.
HOW TO APPLY
Please submit your application or questions about this posting to: [email protected]
ATTN: Rosemary Stager, Executive Director
Subject Line: Executive Assistant Application
All VAHS job applications require a resume and a cover letter; please submit both in PDF format. This posting will remain open until filled. VAHS thanks all applicants for their interest, but only those selected for an interview will be contacted.