Job Posting 76120

Executive Assistant
MOSAIC
Vancouver & Lower Mainland
Vancouver
closed 8 days ago (Fri, 15 Oct)
full time

WHY YOU SHOULD APPLY TO WORK AT MOSAIC:

At MOSAIC, we take pride in providing 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), the 2020 list of Best Workplaces Managed by Women and 2021 List of Best Workplaces™ in Canada (100-999 employees) by the Great Place to Work® Institute. We are one of Canada’s largest settlement organizations with 45 years of experience engaging 350+ staff and more than 400 volunteers. Our employees benefit from incorporating many diverse perspectives and taking part in a variety of training opportunities. Come join a vibrant organization that makes a difference in people’s lives!

THE POSITION:

MOSAIC is seeking a resourceful and proactive individual with excellent communication and administrative support skills and the ability to multi-task. The Executive Assistant provides support for the Director of Finance & Administration through delivery of administrative/clerical assistance and research, writing, and analysis functions.

AREAS OF RESPONSIBILITY INCLUDE:

  • Design and production of department forms, manuals, and other materials
  • Provision of administrative and other support to the joint workplace health and safety committee, the Board Finance Committee, and other committees as assigned
  • Drafting and/or revision of organizational policies and procedures on a variety of topics, formatting, summarizing, distributing, and filing appropriately on a timely basis
  • Coordination of onboarding documentation and provision of orientation for department staff/volunteers, as assigned
  • Opportunities to coordinate organizational training, including invitations, responses, and record-keeping
  • As needed, supervision of volunteers and appropriate use of their services
  • Assistance with coordination, preparation, and distribution of presentations, reports, grant applications, proposals, and budgets
  • Research, documentation, coordination, and administrative support for meetings, events, correspondence, and materials
  • Administrative/clerical assistance to the Director and others as assigned

QUALIFICATIONS:

  • Knowledge of office management principles, methods, and procedures; sorting/filing techniques, records retention policies and schedules; customer service
  • Completion of secondary school and completion of a one-or two-year college or other program for administrative assistants, and/or comparable experience in administrative, clerical, and/or executive support
  • Proficiency in Microsoft Office suite, including excellent Word, Excel, and PowerPoint skills; keyboarding speed of 30-45 wpm and use of publishing software are assets
  • Excellent oral and written English communication skills (other languages an asset); mathematical skills; attention to detail
  • Experience drafting policies and procedures and/or working with a joint workplace health and safety committee an asset
  • Organized; able to set priorities, multi-task, work under pressure, and meet deadlines; able to proactively identify work to be done and take initiative
  • Sound judgment with good troubleshooting skills
  • Ability to work independently and with a team
  • Tactful, discrete, diplomatic, patient, flexible, culturally sensitive
  • Prior work with immigrant populations and/or diverse cultural backgrounds an asset
  • Sitting, standing, bending, and ability to lift 10 kg

HOURS:

35 hrs per week starting as soon as possible; may be required to work evenings and/or weekends on occasion, as needed, with time off to be taken in lieu

STARTING SALARY: Commensurate with experience

A competitive benefits package is provided with contracts of at least 1 year in length which offer a minimum of 17.5 hours of work per week

MOSAIC is committed to promoting equal employment opportunities for all members of the community

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