Position:              Executive Assistant

Status:                  Permanent full-time; Excluded

Department:      Infrastructure

Location:             745 Clark Drive, Vancouver BC

Salary:                  $70,000 to $78,000 per annum

Hours:                   8:30 am – 4:30 pm Monday to Friday

Posted:                 July 27, 2023; Closing: August 18, 2023

At VACFSS, we ensure that the rights, safety, well-being and spirit of Indigenous children and families are upheld, honored, and protected. We strive to eliminate oppression, discrimination, and marginalization within our community. We acknowledge and honor the inherent wisdom, capacity, and resourcefulness of our community in designing programs and services to care for our own children and families. Accordingly, we are dedicated to planning, developing, and implementing creative and innovative Indigenous programs and services in collaboration with members of our community and other agencies.

Join an Agency that strives to provide services to strengthen Indigenous families culturally and spiritually!

Receive a competitive salary of $70,000 to $78,000 annually PLUS a comprehensive benefits package!

Take on a challenging role that provides membership in the Public Service Pension Plan!

The Executive Assistant (EA) will provide a wide range of administrative support tasks to the Chief Executive Officer (CEO), the Board of Directors and to a limited extent be an interface between the Directors of Integrated Practice and Operations and the CEO. Duties include providing administrative support to the Board of Directors and their committee work ensuring communication, information, scheduling and governance requirements and deadlines are maintained. The EA must be familiar with the documentation, record maintenance and access requirements specified in the Society Act of BC.

The EA will have exemplary administrative, interpersonal and project management skills needed to support the CEO with the full range of the responsibilities, from planning meetings, formatting of documents produced by committees, utilizing project management software and collating multi-year reporting by program and department. The EA must be able to perform duties using tact, discretion, sensitivity and confidentiality, with strict attention to detail is required. Must exhibit high level of emotional intelligence, patience and integrity. The EA is responsible for:

• Providing clear communication, handling all incoming and outgoing communications including emails, essential mail, phone calls, reports, and correspondence. This position acts as a gatekeeper for the CEO for internal and external contacts.
• Drafting correspondence from CEO’s dictation as well as notes and obtaining signatures as needed.
• Coordinating all Board and Committee meetings for the CEO including dates, distributing meeting notices, attending meetings, recording the minutes, producing minutes in a timely fashion according to standards and protocols.
• Providing monthly meeting support to the (2) Directors of Integrated Practice & Operations with respect to coordinating, scheduling, and maintaining a record of the agenda and decision points of program management meetings.
• Project Management & Reporting.
• Maintaining and supporting the annual calendar of meetings associated to the CEO including, but not limited to the role of the Board, associated committees, Joint Advisory Committees, Advisory Meetings with partners, stakeholders, internal executive operations and Program Management Meetings.
• Managing data ensuring documentation and information is maintained as per legal requirements.
• Handling all travel arrangements including accommodation, itinerary and transportation.

This position requires a high degree of relational engagement and support based on the Indigenous culture core competencies and the values of respect, strength-based practice, humility, integrity, belonging.  Communication and administrative support work occurs within a governance context at the highest level of the organization. The role requires practical and specialist knowledge of organizational administrative support processes and procedures to respond to internal and external stakeholders accordingly.

Other duties and responsibilities may be assigned by the CEO in carrying out the mission and mandate of the agency, consistent with the qualifications and experience for this position.

A comprehensive position profile will be available to candidates shortlisted for the position.

INDIGENOUS CORE CULTURAL COMPETENCIES:

• Relational Engagement
• Leadership
• Collaborative Planning and Decision Making
• Emotional Competency
• Resilience
• Cultural, Spiritual Expression

QUALIFICATIONS:

• Minimum two (2) Year Diploma in a Business Administration or Legal Assistant Training; or
• Bachelor’s in Communication or Business Administration (preferred); with
• Five years Administrative support role to the CEO or Executive level position.
• Prior experience in a non-profit organization as an Executive Assistant is essential.

OTHER REQUIREMENTS:

• To provide administrative support to the executive office including the Board and Directors under the pressure of short deadlines.
• This position will involve extended working hours, evenings and some weekends.
• This Position is in-office.
• Trained in the use of computer applications and standard office equipment to generate, access and disseminate information.
• Advanced proficiency in using Windows based computer applications including spreadsheets (Excel), word processing (Word), power point, Teams, Zoom, Outlook and other standard computer applications.
• Ability to type 50 wpm.
• Criminal Record Check and a valid BC Driver’s Licence and access to a safe, reliable vehicle.

BENEFITS:

• Extended health and dental
• Group life and AD&D
• Employee and Family Assistance Program
• 100% employer-paid premiums
• 4 weeks of vacation (starting)
• Public Service Pension Plan
• Access to VACFSS’ Staff Cultural Clinical Counselor, Elder
• Access to Indigenous Cultural Teachings as coordinated by the Agency

APPLICATION PROCESS:
Applicants may apply by completing the Application on the Employment Opportunities webpage www.vacfss.com or by using the following link: https://www.vacfss.com/join-us/apply-for-a-job/. We thank all candidates for their interest; however, only those selected for an interview will be contacted.  VACFSS values a diverse work force, only qualified Indigenous candidates as per Section 41 of the Human Rights Code will be considered at this time.

Situated on the unceded and occupied territories of the Coast Salish Peoples, including the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), Sel̓íl̓witulh (Tsleil-Waututh), and Stó:lō nations.