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Job Details

Job Number:  40529
Executive Assistant
Job Posted: Monday, 18 December 2017
Closing Date: Friday, 2 February 2018
(82 days ago)
Inter-Cultural Association of Greater Victoria
Region: Vancouver Island & Coastal areas Type: Part time
Location: Victoria Salary: Competitive salary for exempt position

Vacancy posting - Competition #2018-01-17-EA

(position is exempt from union membership)


Position:                     Executive Assistant

Date posted:              December 18, 2017, reposted January 17, 2018

Closing date:             This posting will remain open until the position is filled

Start date:                  As soon as possible

Hours of work:          Part-time, 17.5 hours per week

Rate of pay:               ICA offers a competitive salary


The Inter-Cultural Association of Greater Victoria (ICA) helps individuals and organizations connect across cultures. We provide information, support and tools to help immigrants reach their goals. By engaging people through networks, education and arts programming, we create a welcoming community. ICA offers services for newcomers, including settlement and integration counseling, translation and interpretation, English classes, mentoring, volunteer matching, and peer support. We also provide outreach and education in the community through arts programming, as well as workshops on anti-racism, multiculturalism, diversity awareness, immigration and human rights.


General purpose

As Executive Assistant, provides high quality administrative and clerical assistance to the Chief Executive Officer (CEO), Board of Directors (BOD) and management team.  Main duties include scheduling appointments/meetings, travel arrangements, event planning, and provides support to the Board of Directors.  Functions as the primary contact person for the board and associated committees.  Manages all activities of board committees, communication for meeting coordination, documentation preparation and minute taking. Responsible for planning events such as Annual General Meeting, annual board orientation, strategic planning sessions, etc.  Reports to the Chief Executive Officer.


Key responsibilities

  • Provides administrative and clerical assistance to the CEO, BOD and management team; responds promptly to #2017-12-18-Equeries.
  • Coordinates CEOs schedule, appointments and travel arrangements.
  • Coordinates events, plans appointments, meeting and room bookings (as applicable).
  • Monitors, responds to, and distributes incoming communications.
  • Files and retrieves documents and reference materials.
  • Manages the storage and secure disposition of confidential CEO and senior manager archive files.
  • Conducts research, assemble and analyzes data to prepare reports and documents.
  • Records, transcribes and distributes meeting minutes and communications as required.
  • Coordinates project-based work (annual report, scholarship awards).
  • Reviews operating practices and implement improvements where necessary.
  • Codes and processes payment requisitions.
  • Serves as liaison with other members of the management team and keeps them apprised of developments related to ICA’s systems and operations.
  • Contributes as a member of the management team to overall agency-wide settlement program planning and implementation.
  • Creates board meeting timelines, prepares and distributes meeting notifications, correspondence, agendas, and other materials for board committee members.
  • Attends board and committee meetings and records minutes.
  • Establishes a working relationship with the President of the Board of Directors and committee Chairs in verbal, written and electronic correspondence.
  • Coordinates board meetings and events (AGM, board orientation, strategic planning, etc.).
  • Coordinates Director nominations, appointments and ensures eligibility criteria of Directors appointed, occur in accordance with Societies Act and ICA Bylaws.
  • Files and maintains accurate records and as it relates to ICA Bylaws (membership records, annual society reports, etc.); and creates and maintains board orientation manual.

Qualifications (education and experience)

Undergraduate degree or diploma in a related discipline (business administration, executive management, public relations), or equivalent professional combination of education, training and experience may be considered. Related professional courses on themes pertinent to office administration/management, especially proficiency in relevant office management technologies. Proficiency in a major immigrant language or French is an asset.


Minimum of three years’ experience with event management and providing high-level administrative support at executive level to CEO, Board of Directors and senior managers.  Experience coordinating and supporting activities of the Board of Directors would be an asset. Previous work experience in a similar environment (social services, nonprofit organization) and experience working with persons from a wide variety of cultural and ethnic backgrounds is a definite asset. Experience working with immigrants and/or refugees preferred.


Additional information

  • Some travel to community locations within Greater Victoria will be required. Occasional travel to locations in other parts of British Columbia and/or Canada for purposes like professional development, networking, or conferences may also be required.
  • Time off to accommodate pre-approved non-regular work hours (overtime hours) will be compensated with pre-approved time off in lieu.
  • Some work outside of regular office hours, including evenings and weekends, will be required.
  • Valid BC driver’s license and access to a car is required.
  • As a condition of hire, an updated criminal record check, including vulnerable populations check and proof of WHMIS training are required.

Closing date

Please submit a cover letter and current resume (in .pdf format), noting relevant qualifications and experience to the Inter-Cultural Association of Greater Victoria, Attention: HR Manager, via email to .  Posting will remain open until the position is filled.  Posting will remain open until the position is filled.  Please quote Competition #2018-01-17 EA in the subject line.


Please note:      This position is exempt from union membership and open to applicants of all genders.

Only short-listed applicants will be contacted. A detailed job description is available upon request.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Please send cover letter and resume in .pdf format via email. Please quote competition number in the subject line.
Contact Details:
Inter-Cultural Association of Greater Victoria
930 Balmoral Road
Victoria, BC, V8T 1A8
www:   www.icavictoria.org

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