Description
POSITION SUMMARY
Exempt Position
Part Time, 24 hours/week
Reporting to: Executive Director
Hourly Rate: $36 – $41/hour
We are Community Action Initiative (CAI), a non-profit transforming mental health and substance use (MHSU) support across B.C. As connectors between grassroots organizations and government, we nurture community-led efforts, aligning local needs with provincial objectives. Through capacity building and trust-based granting, we ensure local wisdom and lived experiences shape MHSU programming. We believe lasting change starts with listening to communities, fostering a more community-centred approach to MHSU support.
We are looking for an Executive Assistant to provide comprehensive administrative support to the Executive Director. They will be responsible for performing various administrative and basic accounting functions, coordinating meetings and events, preparing documents, and ensuring seamless day-to-day administrative operations.
As a key point of contact, the Executive Assistant will handle confidential information with discretion and professionalism while facilitating effective communication between the Executive Director, board members, and internal teams. The ideal candidate is results-driven, self-motivated and excels at problem-solving to support the Executive Director’s office.
DUTIES AND RESPONSIBILITIES
Administration:
- Provides scheduling and administrative support for ED and other staff as needed.
- Book travel arrangements.
- Supports event planning for CAI hosted events including coordinating logistics for meetings, including room setup and catering.
- Research as requested and compiles and summarizes information for reports or presentations.
- Handle communication between management teams and employees.
- Prepares documents for board meetings including ensure all necessary documents, reports, and presentations are compiled, reviewed, and distributed in advance of Board of Governors meetings.
- Takes and prepares board meeting minutes for approval by Executive Director. Distributes board minutes in a timely manner.
- Scanning, filing, storage and organization of CAI documents.
- Operates and maintains office equipment, including printers and copiers.
- Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
- Ensures that deadlines are met and adapts to changing priorities.
- Works closely with other administrative staff and supports other colleagues as needed.
- All other duties assigned by the Executive Director.
Accounting:
- Reviews invoices received for payment in an accurate, efficient and timely manner.
- Coding and matching of invoices and receipts, ensuring approval of invoices, filing and other duties as assigned.
- Thorough review of invoices and expense reports for the Executive Director’s approval.
- Submits and reconciles employee expense reports.
QUALIFICATIONS
- Minimum five (5) years previous work experience in an administrative assistant or similar position.
- An equivalent combination of education, training, and work experience.
KNOWLEDGE AND SKILLS
- Demonstrated experience providing high-level administrative support to an Executive Director (or similar) and to a Board of Directors, including preparing board materials, and recording meeting minutes with accuracy and confidentiality.
- Knowledge of basic bookkeeping and accounts payable principles.
- Proficiency in Quick Books online is an asset.
- Knowledge of office management systems and procedures.
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Working knowledge of office equipment, like printers and photocopiers.
- Demonstrated experience in managing competing priorities with efficiency and upholding the highest standards of accountability and reliability in a dynamic setting.
- Excellent time management skills and the ability to prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Positive and professional attitude and the ability to work cooperatively with various stakeholders.
- Able to deal with confidential information with a high degree of diplomacy.
WORKING CONDITIONS
- Twenty-four (24) hours/week, regular, part-time.
- Excluded, non-union position.
- Schedule: Monday through Thursday, 9:30 am – 3:30 pm hours per week, with flexibility on start and end time for two board meetings each month.
- A hybrid work schedule is available and upon the discretion of the Executive Director.
Additional Details
Application Process:
Please submit your resume along with a cover letter, clearly documenting how you satisfy the requirements outlined in this job posting to [email protected].
The subject line should mention “Executive Assistant”.
This posting is open until filled.
We regret that only short-listed candidates will be contacted to schedule an interview.
CAI is committed to our workforce reflecting the diversity of the communities within which we work. As such, we encourage applications from persons with disabilities, members of visible minorities, First Nations, Inuit, and Métis people, people of all sexual orientations and genders, and others who may contribute to the diversity of our staff. Personal experience with mental illness and or addiction, either through self or a loved one, is an asset.
We are an equity employer and encourage applications from persons with disabilities, members of visible minorities, First Nations, Inuit, and Metis people, people of all sexual orientation and genders, and others who may contribute to our further diversification.