Employment type: Part-time, fixed-term contract
Hours: 25-30 hours per week
Compensation: $28.00 per hour, plus vacation pay and statutory entitlements in accordance with applicable B.C. employment standards
Location: Victoria, British Columbia, with a flexible hybrid, remote, or in-person arrangement within Greater Victoria, subject to operational and confidentiality requirements
Contract term: September 2026 to March 31, 2027, with potential for renewal subject to funding, organizational needs, and performance
Reports to: Executive Director

About VIHRC

The Vancouver Island Human Rights Coalition (VIHRC) is a community-based, non-profit organization that promotes and protects human rights through free legal information, advocacy, referrals, public legal education, and community outreach. VIHRC supports people experiencing discrimination under B.C.’s Human Rights Code and works to advance equity, access to justice, and systemic change.

As a Resilience BC Spoke, VIHRC works with community partners to build local awareness of racism and hate, support anti-racism education, and strengthen coordinated responses to alleged hate crimes and hate incidents.

Position summary

The Executive Assistant provides reliable administrative and coordination support to the Executive Director and Board of Directors. The role helps VIHRC maintain organized records, meet grant and reporting requirements, coordinate meetings and community activities, and support the administrative needs of the Resilience BC Spoke program.

This is a practical, hands-on role suited to someone who is organized, adaptable, comfortable managing confidential information, and able to keep multiple small projects and deadlines on track. The Executive Assistant will not be responsible for leading legal advocacy, managing client files, making incident-response decisions, or independently directing Resilience BC programming.

Key responsibilitiesExecutive and Board support

- Manage calendars, schedule meetings, prepare meeting invitations, and coordinate follow-up.
- Draft and format correspondence, agendas, briefing notes, minutes, reports, and other organizational documents.
- Support Board and committee meetings by preparing meeting packages, recording decisions and action items, and maintaining governance records.
- Maintain organized digital files for Board, operational, grant, partnership, and program documents.
- Assist the Executive Director with deadline tracking, task lists, document preparation, and routine administrative follow-up.

Grant and records support

- Organize invoices, receipts, purchase records, contractor documentation, and other supporting documents for grant-funded activities.




- Maintain accurate electronic files to support grant reporting, financial tracking, and audit readiness.
- Assist with gathering activity data, attendance records, participation statistics, and other information needed for funder reports.
- Support basic budget tracking and flag missing receipts, overdue documentation, or potential administrative issues to the Executive Director.
- Help prepare draft activity summaries, report attachments, and funding acknowledgment materials for review by the Executive Director.

Resilience BC network support

- Coordinate logistics for local network meetings, including invitations, agenda preparation, attendance lists, minutes, and follow-up communications.
- Maintain a secure and current contact list for local network members and community partners.
- Support routine communications with the Resilience BC regional Hub and local partners, under the direction of the Executive Director.
- Assist with scheduling, document organization, and version control for the local hate-incident response protocol.
- Support the collection and organization of non-identifying information about community resources, events, service gaps, and emerging issues.

Community-program and event support

- Assist with logistics for workshops, meetings, training sessions, and community events, including registrations, online-platform setup, speaker coordination, materials, attendance tracking, and follow-up.
- Support accessible communications by helping prepare plain-language materials, newsletters, social-media content, partner emails, and website updates.
- Coordinate vendors, supplies, venue or online-platform bookings, and basic event administration as assigned.
- Track participation and feedback to support program evaluation and reporting.

Privacy and general administration

- Maintain confidentiality when handling client, employee, volunteer, student, Board, partner, and financial information.
- Follow VIHRC policies and applicable privacy, records-retention, and funding requirements.
- Assist with onboarding logistics for staff, volunteers, practicum students, or contractors, as assigned.
- Complete other reasonable administrative tasks that support VIHRC’s operations and programs.

QualificationsRequired





- Two or more years of experience in administrative support, executive assistance, project administration, office coordination, nonprofit administration, or a related role.
- Strong organization, attention to detail, and ability to manage calendars, records, tasks, and competing deadlines.
- Strong written communication skills, including the ability to draft professional emails, agendas, minutes, summaries, and reports.
- Proficiency with Microsoft Office 365, Google Workspace, spreadsheets, Zoom or similar meeting platforms, calendars, and shared-drive systems.
- Experience maintaining confidential records and working with sensitive information.
- Ability to work independently, use sound judgment, follow directions, and identify when issues need to be escalated.
- Commitment to anti-racism, equity, accessibility, inclusion, and respectful community engagement.

Assets

- Post-secondary education in administration, international studies, public policy, communications, nonprofit management, community development, or a related area.
- Experience with grant records, financial tracking, vendor coordination, contracts, invoicing, or reporting.
- Experience supporting Boards, senior leaders, community partnerships, or public-facing events.
- Familiarity with human rights, anti-racism, community services, or public-sector environments.
- Additional language skills and experience working across diverse cultural or institutional settings.

Core competencies

- Highly organized, dependable, and detail-oriented.
- Professional, tactful, and respectful in written and verbal communication.
- Comfortable working with confidential and sensitive information.
- Able to build positive working relationships with staff, volunteers, Board members, partners, and community participants.
- Adaptable and calm when priorities shift.
- Committed to culturally safe, trauma-informed, and anti-oppressive practices.

Conditions of employment

- Applicants must be legally entitled to work in Canada.
- Employment is conditional on satisfactory references.
- A Criminal Record Check may be required, consistent with the duties of the position and applicable law.
- The successful applicant must be able to work from a private, secure location when handling confidential information remotely.
- Some evening work may occasionally be required for Board, network, or community meetings, with scheduling arranged in advance where possible.
- This is a fixed-term role contingent on continued funding and organizational needs.

Pay: $36,400.00-$43,680.00 per year

Benefits:

- Casual dress
- Adaptable schedule

Work Location: Hybrid remote in Victoria, BC

📌 Executive Assistant – Operations and Resilience BC Support (Canada)
🏢 Vancouver Island Human Rights Coalition
📍 Canada