Job Posting 87940

Executive Assistant
Vancouver & Lower Mainland
closed 6 days ago (Fri, 30 Sep)
full time

POSITION: Executive Assistant

DEPARTMENT: Finance & Administration


At MOSAIC, we take pride in providing a supportive, diverse, and inclusive workplace where employees can trust that their ideas and contributions are valued. MOSAIC is proud to be a certified Living Wage Employer. 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 over 45 years of experience engaging close to 400 staff and over 500 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!


MOSAIC's Director of Finance & Administration is seeking a resourceful and proactive individual with excellent judgment, communication and administrative support skills, and ability to multi-task. The Executive Assistant provides supports the Director through research, writing, analysis, and administrative/clerical assistance. Support is also provided to MOSAIC's joint occupational health and safety committee and the Board Finance Committee.


  • 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
  • Support financial processes, such as invoice reconciliation and expense reporting
  • Administrative/clerical assistance to the Director and others as assigned


  • 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 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



Please Note: is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

Thanks for looking on and good luck with your job search!