Accounting & Executive Assistant

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.

Our Commitment to Diversity and Inclusion

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 organization's 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

• Developing 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

• Supporting 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

Position Details

Status: Union Exempt

Reports to: Accounting Manager

Hours: 28 hours/week

Wage: $30–$35/hour, based on experience

Location: In-person — Cedar Hill Rd office

Start Date: September 28, 2026

Application Due: Tuesday, September 8, 2026 at 11:59pm

How to Apply

Please forward your resume and cover letter to: joanb@vsac.ca

We look forward to hearing from you.