Associate Executive Assistant Featured Victoria, BC - Mackay Regional, Australia - Kaizen Lab Inc.

Description

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 highlightingyour
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

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.