Executive Administrative Assistant – Job Description
About Us
Peak House is a resource serving youth and their families across the province of British Columbia. It is a voluntary, ten-week, live-in, drug and alcohol treatment program for youth, seeking freedom from problematic substance use. Our program is located in Vancouver, operated by Pacific Youth and Family Services Society, and funded by Vancouver Coastal Health Authority. We have been in operation for over 35 years.
The Position
This position is based in a quiet office environment separate from the primary site where our services are delivered. It is well suited to someone who enjoys working independently, takes initiative, and thrives in a structured environment with minimal supervision.
As our Executive Office Administrative Assistant, you'll play an important role in keeping our day-to-day operations running smoothly. You'll support the management team through a variety of administrative, financial, and operational responsibilities while helping create efficient office processes. Behind every young person we support is a team that keeps our organization running. In this role, you'll help create the systems and processes that allow our clinical and program staff to focus on delivering exceptional care.
Success in this role requires excellent attention to detail, sound judgment, strong organizational skills, and a commitment to maintaining confidentiality.
The Perfect Candidate
You are someone who:
- Is highly proficient with Microsoft 365, including Outlook, Excel, and Word
- Has experience using accounting software and database/information management systems
- Communicates clearly and professionally, both verbally and in writing
- Is highly organized, able to prioritize competing deadlines, and manage multiple responsibilities effectively
- Enjoys working independently and is self-motivated
- Demonstrates excellent attention to detail and strong mathematical accuracy
- Takes initiative to solve problems and improve administrative processes
- Is technology savvy and enjoys learning new programs and systems
- Has experience using AI applications, social media, and graphic design tools (e.g. Canva)
- Is friendly, kind, collaborative, and brings a positive attitude to the team
- Maintains strict confidentiality when handling sensitive information
Preferred Qualifications
- Post-secondary diploma or degree in Business Administration, Accounting, Bookkeeping, or a related field, or a minimum of two years' experience in a similar administrative role
- Experience working as an Administrative Assistant and/or Executive Assistant
- Experience working within a non-profit organization and a genuine desire to make a positive impact in the community
Role Responsibilities Include
- Provide administrative support to the Management Team
- Manage calendars, appointments, and general correspondence, including phone, email, and mail
- Prepare government forms, remittances, and other required documentation
- Maintain administrative and employee records, including benefits and time banks
- Process semi-monthly payroll in collaboration with the organization's accountant
- Support the accountant by preparing financial data, processing accounts payable and receivable, completing bank deposits, and tracking monthly expenditures
- Support the annual audit process
- Maintain donor, stakeholder, and agency databases, and assist with related communications
- Purchase office supplies and coordinate the maintenance of office equipment
- Perform general office duties, including filing, copying, and light office organization
- Organize small staff events, including preparing promotional materials, ordering supplies, coordinating invitations, and scheduling
- Provide administrative support to staff as needed
- Complete other duties as assigned by the Executive Director or Program Manager
- Maintain confidentiality in all aspects of the role
What We Offer:
- Part-time position, starting at 20 hours per week, with the potential for additional hours based on organizational needs
- Starting wage of $25.00 per hour
- Excellent extended health benefits upon successful completion of the three-month probation period
- A diverse, inclusive, and respectful team environment
- Free parking
Employment is conditional upon the successful completion of a criminal record check prior to employment and every five years thereafter.
Pay: From $25.00 per hour
Benefits:
- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
