Associate Executive Assistant

The Aboriginal Coalition to End Homelessness Society (ACEH) seeks an Associate Executive Assistant (AEA) to support the executive team, including the Executive Director (ED), Associate Executive Director (AED), and Executive Assistant (EA). As the AEA, you will provide comprehensive administrative support to the executive team and serve as a key liaison between the ED, the AED, and the senior management team, ensuring effective communication and coordination across the organization.

The ACEH is an Indigenous-led non-profit organization and registered charity with a mission to lovingly provide Culturally Supportive Housing and services to end Indigenous homelessness across Vancouver Island. The work of the ACEH is guided by voices of the Indigenous Street Family and its Elders & Knowledge Keepers Advisory, focusing on leading evidence-based structural change and building partnerships to expand the Dual Model of Housing Care – offering Culturally Supportive Housing alongside pathways to healing and recovery.  

Our Vision: Our way is to care for all our people, from the youngest to the oldest. We are all one. Some of our people living away from home are suffering, isolated and homeless. We stand together to end homelessness.

Application Submission: It is a requirement to submit a resume AND cover letter highlighting your community/organization involvements, education, certification, demonstrated experience, and how your knowledge, skills, and abilities will support and contribute to the executive team of the ACEH.
Applications with missing cover letters will be automatically screened out of the selection process.

Preference will be given to qualified candidates with First Nations, Inuit, and/or Metis ancestry. The ACEH values strength in diversity. As an inclusive employer that celebrates the gifts of all its employees, we encourage members of the 2SLGBTQQIA+ community to apply.

We thank all applicants for their interest in joining the ACEH; however, only those selected for an interview will be contacted. Questions about the application process can be emailed to hr@acehsociety.com.

Position: Full Time *This position qualifies for extended health benefits funded by the ACEH* 
Wage: $27 -$30 per hour
Start Date: As soon as possible
Position Requirements: Complete a Criminal Record Check for working with vulnerable people through the Ministry of Justice and must have a valid driver's license and access to a working vehicle.

Key Responsibilities:

• Provide administrative support to the executive team, including managing calendars, scheduling appointments, arranging travel itineraries, and coordinating meetings.
•  Provide and respond to correspondence as directed on behalf of the executive team, drafting responses, and ensuring timely follow-up. Including but not limited to the preparation, formatting, and editing of documents such as reports, letters, presentations, and spreadsheets.
•  Support completion of finance-related administrative tasks, including review and submission of payment requests for programming, verifying the accuracy of budget trackers and spreadsheets, etc.
• Coordinate meeting logistics, including booking venues, preparing agendas, and taking meeting minutes.
• Provide support to plan and coordinate events, training sessions, and community events, including logistics, venue selection, catering, gifts, and attendee management.
• Assist in coordinating special projects or initiatives, including research, data collection, and reporting.
• Anticipate potential issues and proactively address challenges to ensure smooth operations and support the executive team's effectiveness.
• Build and maintain positive relationships with internal and external stakeholders, including Indigenous communities, partners, and funders.
• Assist in the coordination of fundraising and donor stewardship activities, including maintaining donor records, drafting acknowledgment letters, and supporting the development of grant proposals and funding applications.
• Coordinate internal communications initiatives, including updating the organization's website and social media channels, and facilitating staff engagement activities as required.
• Conduct periodic reviews and assessments of administrative processes and systems, identifying areas for improvement and implementing solutions to enhance efficiency and effectiveness.
• Serve as a liaison between the executive team and other departments or programs within the organization, fostering collaboration and information-sharing across teams.
• Provide backup support to other administrative staff members as needed, ensuring continuity of operations during periods of high workload or team member absences.
• Ensure the maintenance of accurate records, databases, and filing systems, ensuring information is organized and easily accessible.
• Collaborate with other team members to achieve common goals and support organizational objectives.

Skills & Abilities:

• Ability to work professionally, effectively, and non-judgmentally with various personalities, needs, cultures, and abilities.
• Ability to remain calm and professional in high-stress situations, exercising good judgment.
• Ability to provide hospitality and kindness in serving others.
• Ability to work independently, exercising flexibility with evolving and changing direction, and adaptable to various competing demands.
• Ability to effectively manage time to complete and prioritize various tasks within a given timeline, with adherence to important deadlines.
• Demonstrated proactive approaches to problem-solving with strong decision-making abilities.
• Ability to demonstrate strong written and verbal communication skills.
• Demonstrated ability and success in proposal writing and program development.
• Demonstrated organizational and administrative skills, including developing PowerPoints, Posters, and Reports.
• Ability to manage sensitive and confidential information with discretion, always maintaining high confidentiality.