Internal / External Employment Opportunity
Executive Assistant,
Employment, Language, & Social Enterprise Services
Vancouver location

Why you should apply with us:
At MOSAIC, we take pride in having a supportive, diverse, and inclusive workplace where employees can trust that their ideas and contributions are valued. We have been recognized in the 2019 List of Best Workplaces™ in Canada (100-999 employees) and the 2020 list of Best Workplaces Managed by Women by the Great Place to Work® Institute. With 45 years of experience, we are one of the largest settlement organizations in Canada engaging 350 staff and more than 600 volunteers. Our employees benefit from incorporating many diverse perspectives, taking part in training and career growth opportunities. Come join a vibrant organization and make a difference in someone’s life today!

Join our team!
MOSAIC is seeking a resourceful individual with the ability to take initiative, multi-task, and who possesses excellent communication skills! This position will work out of the Vancouver Head Office location.

POSITION:
Executive Assistant

DEPARTMENT:
Employment, Language, & Social Enterprise Services

ABOUT THE POSITION:
As the Executive Assistant, you will provide support to the Director through the development and delivery of overall operations and outcomes of projects with an emphasis on quality assurance. The Executive Assistant works with internal, community, agency, and funding partners.

KEY RESPONSIBILITIES:

• Assist the Director with drafting subcontractor contracts, amendments, and/or memorandums of understanding
• Liaise with internal and external stakeholders
• Coordinate and oversee small projects as directed to support the department
• Oversee interns and practicum students; onboard and train on systems and organization procedures, give direction, supervise, and update on progress
• Conduct research for programs, proposals, or small projects as needed
• Assist with preparation and distribution of reports, grant applications, proposals, and budgets
• Prepare and publish/promote Job Postings for available positions both internally and externally
• Assist in the organization of incoming candidate applications and the coordination of interviews as requested
• Maintain and order supplies (office, program, event); code and obtain relevant approvals for invoices to submit to finance
• Reconcile monthly department expenses and submit report to Finance
• Provide administrative support for meetings and events: drafting and distributing agendas; scheduling and setting-up rooms; ordering, arranging food; recording and distributing meeting minutes
• Assist in the coordination and planning of presentations, gathering data, creating presentations, and distributing to appropriate parties
• Arrange travel and accommodations, conference, and training registrations, and submit expense reports for the Director and other department management staff as needed
• Support the Senior and other Management staff as needed

MINIMUM QUALIFICATIONS:

• Post-secondary degree in business management, administration, or communications (or another related field of study), and three to four years of experience in:
  • Project management, office management, or providing administrative support

DESIRED SKILLS AND QUALIFICATIONS:

• Experience managing projects from beginning to end including budgeting, coordinating, and overseeing implementation, and writing reports/recommendations
• Excellent interpersonal and written communication skills
• Excellent organizational and time-management skills; ability to prioritize and meet deadlines
• Tactful, discreet, diplomatic, patient, flexible and possesses cultural sensitivity and excellent judgement in decision-making
• Ability to work independently and in a team environment
• Strong attention to detail
• Ability to take initiative and problem-solve
• Some finance/accounting experience
• Ability to work under pressure
• Proficiency in Microsoft Office 365, virtual meeting platforms, publishing software, databases, and the ability to operate standard office equipment

BONUS SKILLS/CERTIFICATIONS:

• Marketing or Communications experience
• Proficiency in Adobe Creative Cloud

HOURS:
Full-time (35 hours per week)

STARTING PAY:
Annual salary commensurate with the level experience and qualifications

We offer a competitive benefits package with contracts of at least one year in length, offering a minimum of 17.5 hours of work per week.

HOW TO APPLY:
Please apply via email. In the subject line of your email, please type:
“Your Name – Executive Assistant, Vancouver location”

Please submit a cover letter and resume in PDF/Word format.

Address your cover letter to:
Hiring Team – Employment Programs
5575 Boundary Road
Vancouver, BC V5R 2P9

Email both the cover letter and resume to .

We thank all applicants for their interest. However, only applicants considered for an interview will be contacted. Before applying, you must legally be permitted to work in Canada through citizenship or permanent resident status. If you have a work permit, please ensure that it allows you to work for the duration of the position.

DEADLINE TO APPLY:
Ongoing until filled

POSTING DATE:
March 19, 2021