Executive Assistant - Vancouver, Canada - Downtown Eastside Women's Centre - Vancouver, BC

Downtown Eastside Women's Centre - Vancouver, BC

Verified Company

Vancouver, Canada

4 days ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About DEWC

The Downtown Eastside Women's Centre (DEWC) exists to support and empower women and children, living in extreme poverty in the Downtown Eastside of Vancouver, who are particularly vulnerable to violence, exploitation, injustice and injury.

Through low barrier Drop-In Centers and Emergency Shelters, DEWC provides basic need services, programs, and specialized supports to over 700 women and children daily to help them survive the conditions that surround them.

Job Summary

The Executive Assistant will provide administrative support to the Director of Programs as well as the other housing and specialized services staff of the Downtown Eastside Women's Centre.

Reporting directly to the Director of Programs, the Executive Assistant will work in collaboration with other DEWC staff to ensure services to women.

She will work from a feminist perspective and within an anti-oppression framework.

Key Duties & Responsibilities

Providing administrative support to the Director of Programs as well as the other housing and specialized services staff by operating a variety of computer software packages
Maintaining the manual client filing systems under various programs as well as making notes on case files. Creating computerized filing systems to track unassigned files
Flagging priority cases for the Director's attention, as well as coordinating client meetings
Managing requests and assisting with onboarding forms, and assets for new staff as well as the asset user agreements
Assisting with compiling orientation manuals for newly hired staff
Arranging and filing invoices and creating cheque requisitions for the Director and financial authority's approval
Helping organize and file cheques for external clients as well as for women's subsidies and housing assistance
Assisting the Director in reviewing financial reports, reaching home as well as activity reports monthly by reviewing various statistics and client data provided by housing workers
Compiling data provided by staff and creating drafts for Director's monthly board reports
Ordering office supplies for different sites, and maintaining track of inventory
Making travel arrangements and reservations, and managing all travel expense claims and invoices
Organizing and confirming the Director's meetings and interview schedules by sending invites and booking meeting rooms
Scheduling the meetings, preparing agenda, coordinating the bookings and logistics (office supplies, refreshments), and taking minutes for the housing case management as well disciplinary union meetings
Assisting in reviewing time sheets and approving leave requests on ADP attendance management software
Inputting shelter access data in HIFIS and victim services data on the Ministry portal periodically
Providing customer service by providing routine guidance and information to clients about the organization's services and redirecting all inquiries and service requests to appropriate staff
Any other additional duties assigned by the Director

Qualifications required:

3+ years experience in an similar Administration role
Demonstrated administrative skills, including report writing
Efficient organizational skills including record keeping, scheduling, and problemsolving abilities
Strong computer and IT skills including Office365, Salesforce, Word, Excel, and QuickBooks
Substantial experience in database use and management
Must have a strong working knowledge and analysis of the issues impacting women in the downtown eastside, including violence against women, mental health, homelessness, and addictions
Strong conflict resolution skills and practice
Excellent communication skills required, including the ability to work in a respectful and cooperative manner with coworkers, and centre members
Ability to work within a chaotic environment and with a diverse community of women
A First Aid certificate is required
Women with addiction issues need to be at least 2 years clean and sober
Hourly position that requires some work outside of normal business hours to undertake position responsibilities, meet deadlines, and ensure delivery of highquality programs and services.

Reports to:
Director of Programs

Organizational Status

The Downtown Eastside Women's Centre operates on the unceded & ancestral Musqueam, Squamish & Tsleil-Waututh Territories (xwməθkwəy̓əm, Sḵwx̱wú7mesh, and səl̓ílwətaʔɬ), to provide a safe, non-judgmental environment for women from all walks of life, who live and/or work in the Downtown Eastside.

To achieve this goal, the Centre provides supportive surroundings with meals, counseling, advocacy and programs which nurture and empower members.

The Downtown Eastside (DTES) as a neighbourhood is well-known within Vancouver and even across Canada for its disproportionate levels of poverty and extreme marginalization.

Home to populations made vulnerable including those who are homeless, mentally ill, and/or with