Position Title: Accounting & Executive Assistant
Status: Union Exempt
Reports to: Accounting Manager
Hours: 28/week
Wage range: $30 - $35 (based on experience)
Application Due Date: Tuesday, September 8, 2026 at 11:59pm
Start Date: September 28 2026 (tentative)
Role Summary:
The Accounting & Executive Assistant provides support to the Accounting Manager and Management Team with specific attention on Data and Project Management support, Accounting/ Human Resource Support, Privacy, Facilities support, Communication and Scheduling. This is an in-person position at our Cedar Hill Rd office.
This is a union-exempt position. This job will require some support of BCGEU union staff and procedures that reflect our organization's Collective Agreement.
Please note that this is a Bona fide position, and is open to Women, Trans, Two-Spirit and Gender Diverse applicants. We are a team of growing diversity and encourage applications from members of marginalized groups, Indigenous persons, racialized persons, persons with disabilities, LGBQT2S+ persons and others with the skills and knowledge to engage productively with diverse communities.
Philosophy
Understanding and alignment of the Victoria Sexual Assault Centre’s vision, mission, agency goals, policies and priorities
Supporting the development and implementation of internal policies and procedures;
Promoting and supporting an environment promoting self-care, wellbeing, and work-life balance.
DUTIES AND RESPONSIBILITIES:
Accounting/Human Resource Support
Maintaining detailed tracking of VSAC grants and budgets across departments
Posting payables and other transactions to the general journal using accounting software (Sage);
Submitting remittance reports to the Municipal Pension Plan
Posting and reconciling banking transactions
Processing and generating bi-weekly company payroll (Payworks);
Gathering reporting information for monthly union dues
Administrative support of interviews, the collection and storing of interview forms and other hiring documents, and performing reference checks;
Supporting hiring procedures by sending and collecting paperwork for new hires, including HR documents, orientation plans and providing support with exit interviews when needed
Supporting orientation of new staff to benefits program, pension program and organizations HR platform as well as supporting existing staff with questions about benefits, pension and HR platform
Weekly, monthly and quarterly reports related to benefits, pensions, accruals and HR procedures
Answering or routing HR and staffing questions and supporting managers with complex HR and staffing challenges
Calculating and reporting bi-monthly accruals to all staff
Sourcing and scheduling training and educational opportunities for all staff
Data/Project Management Support
Document creation for new and ongoing projects, monitoring and updating progress;
Project support through data collection, budget maintenance, and staff hours tracking;
Supporting effective and efficient communication with staff across projects and stages;
Develop detailed records and progress reports of new and ongoing projects.
Communication and Scheduling
Supporting information flow across the organization through clear and timely communication;
Responsible for collecting information and circulating organizational weekly update;
Taking notes and scheduling meetings;
Support with monthly and annual reporting for Management and the Board of Directors
Facilities and Administration
Acts as organization Privacy Officer (training provided);
Support with operational facility needs, scheduling contractors and coordinating invoice payment with accounting department;
Responsible for monthly supply refills for office;
Contributes to a safe and healthy workplace for all employees and volunteers with attention to the emotional labour required when working in trauma and with an anti-oppressive lens;
Other
Performs other related duties as requested by the Accounting Manager, Executive Director, management team and/or Board of Directors.
QUALIFICATIONS:
Education, Training and Experience
Degree in business, communication, project management, human resources or other relevant field. A combination of equivalent experience and training may be considered;
At least five years of recent administrative experience;
Demonstrated experience in collaborative projects;
Demonstrated experience in project planning;
Demonstrated computer competency with the Microsoft Office Environment (Including Excel, Word, and Outlook), databases, scheduling software, and social media;
Previous bookkeeping/ payroll experience is an asset;
Previous experience in the non-profit social services sector an asset;
Previous experience in work related to trauma and social justice an asset;
Previous experience in a unionized environment is an asset;
A criminal records check will be required for this position.
Skills and Abilities
Open and collaborative, creatively adaptive;
Excellent verbal and written communication skills;
Ability to thrive in a team environment;
Ability to work autonomously and with initiative;
Ability to handle confidential information with a high level of discretion, sensitivity and professionalism;
Ability to prioritize and work through interruptions;
Organized and meticulous;
Critical thinking and problem-solving skills;
Ability to balance relationship building with task completion.
