Executive Assistant

Are you a caring and driven person interested in supporting a growing Indigenous-led non-profit organization dedicated to ending First Nations, Inuit, and Métis homelessness? The Aboriginal Coalition to End Homelessness Society (ACEH) is seeking an Executive Assistant (EA) to support the Executive Director (ED) with a range of essential tasks that contribute to the ACEH’s vision and goals. In addition, the EA serves as the dedicated point of contact between the ED and senior management, to facilitate organization-wide communication and coordination.

The ACEH is a non-profit, registered charity, and Culturally Supportive Housing provider established in 2016, with a mission to lead systems-level change locally and provincially to address Indigenous homelessness. Our work centers around the voices of those who have shared their experiences, immediate needs, and solutions. Through building partnerships locally and island-wide, the ACEH works to identify and address systemic and structural barriers and share information, resources, and lessons learned while also providing cultural support, connections, and housing stability.

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 Métis 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.

Job Details

Position Type: Full-time, 40 hours per week.

Salary / Wage: $28-$30 per hour for candidates with a bachelor's degree and $32-$35 per hour for candidates with a master's degree.

Start Date: Immediately

Position Requirements: Complete a Criminal Record Check for working with vulnerable people through the Ministry of Justice. Must have a valid driver's license and access to a working vehicle.

Key Responsibilities

Board of Directors

1. Learn the ACEH’s Bylaws and Governance Policies to plan and respond accordingly.
2. Draft reports for the Board of Directors to be presented at Board Meetings by the ED.
3. Prepare and send out Board meeting packages in a timely manner.
4. Prepare monthly meeting agendas.
5. Take and distribute meeting minutes for approval.
6. When required, support the Board Chair with communications.
7. Maintain accurate records and provide reminders to the ED and Board regarding Board meeting actions and agenda items.
8. Coordinate the Board, Finance, Governance, and Committee meetings, including travel and accommodation payment processing.
9. Coordinate the Annual General Meeting (AGM) and Annual Board Retreat.

Calendar Management and Event Coordination

1. Manage the ED’s calendar on the Microsoft Teams platform. This includes time off management, flagging important deadlines, scheduling internal and external meeting requests.
2. Coordinate and schedule staff meetings as requested, including arranging venues, food, and creating agendas.
3. Respond to meeting requests.
4. Take meeting minutes and track the completion of action items.
5. Arrange travel, itineraries, and information packages.
6. Organize events and be the main point of contact for event management.
7. Create presentations and reports in Canva, Microsoft Word, and PowerPoint.
8. Complete travel forms, credit card and cheque requisition submissions.

Writing and Research

1. Draft letters to funders, donors, and external contacts as requested.
2. Prepare briefs and summarize articles/reports.
3. Edit and proofread documents.
4. Assist with research, analysis, and writing related to various projects.
5. Proposal and grant writing; a minimum of three proposal submissions are expected annually.

Other

1. Provide tech and software support to the ED.
2. Support and track developments regarding the ED’s Succession Plan.
3. Manage social media posts, and website maintenance as required.

Qualifications & Education:

1. The minimum education required is a bachelor’s degree in a field related to the work (public/business/office admin, community planning, and or project management).
2. Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat, Canva, as well as Social Media platforms.
3. Experience or personal insights into working cooperatively and non-judgmentally with people with disabilities, lived experience, addictions, etc.
4. Experience working with Indigenous peoples and an awareness of the impacts of colonization.
5. Preference given to those with experience working at non-profits.
6. Preference given to those with experience in coordinating events and community engagement.
7. Requires a valid driver’s license and a working vehicle.

Skills & Abilities:

1. Ability to work professionally, effectively, and non-judgmentally with a broad range of personalities, needs, cultures and abilities.
2. Ability to remain calm and professional in high stress situations.
3. Ability to provide hospitality and kindness in serving others.
4. Ability to work under pressure and exercise good judgment in a variety of situations.
5. Ability to work independently, flexible, and adaptable to various competing demands.
6. Demonstrate proactive approaches to problem-solving with strong decision-making capability.
7. Ability to handle change, exercising flexibility with plans evolving and changing direction.
8. Ability to demonstrate strong written and verbal communication skills.
9. Demonstrated ability and success in proposal writing and program development.
10. Skilled in developing PowerPoints, Posters, and Reports.
11. Ability to demonstrate organizational and administrative skills.
12. Ability to handle confidential information with discretion.
13. Ability to effectively manage time to complete and prioritize a variety of tasks within a given timeline, with adherence to important deadlines.
14. Ability to work independently, take initiative when necessary, and work collaboratively as part of a team.