Executive Assistant

Salary Range

$60,191.00 To $67,715.00 Annually

We have an immediate opening for a full time, permanent, Executive Assistant (to the COO)

The Executive Assistant, to the COO, supports the effective day-to-day operations of the organization by providing administrative and operational support to the COO and the executive leadership team.

This role ensures the office environment is organized, functional, and responsive to the needs of staff and visitors and assists with administrative coordination, document preparation, meeting logistics, and office operations while maintaining accurate records and supporting organizational processes.

Starting Salary: $60,191-$67,715 / 35 hours per week

At Victoria Park Community Homes, we value you, your contributions, and your commitment. As part of our competitive salary and compensation package, we offer a full range of benefits, including:

• Company-paid extended health coverage that includes medical, dental, vision and EFAP
• Paid Professional Training and Development & Education Reimbursement
• Frequent Employee and Team Building Events
• DC Pension Program with up to 6% employer matching.
• Generous vacation and additional paid time off
• Opportunities for community involvement

• Assist with scheduling meetings and coordinating calendars
• Draft routine correspondence, emails, and internal communications for review by senior staff
• Assist in preparing and formatting reports, presentations, briefing notes, and other documents
• Coordinate meeting logistics including room bookings, catering, and preparation of meeting materials
• Prepare agendas and assemble supporting documents for internal meetings
• Attend meetings as required to record accurate minutes, document key decisions, and capture action items
• Prepare and distribute meeting minutes and track follow-up items to ensure completion
• Manage and prioritize incoming communications, requests, and issues directed to the COO, exercising discretion in triaging matters and escalating as appropriate
• Act as a liaison between the COO and internal/external stakeholders to support coordination and alignment
• Assist in preparing executive summaries, briefing notes, and materials to support decision-making
• Coordinate travel arrangements, conference registrations, and training logistics for staff
• Coordinate incoming and outgoing mail, courier services, and deliveries
• Maintain organized electronic and physical filing systems according to established naming conventions and document retention practices
• Provide data entry and document management support for departmental initiatives and organizational projects
• Prepare and finalize expense reports and visa statements

• Assist with the preparation and formatting Committee meeting materials as directed to meet organizational deadlines
• Compile documents and supporting materials for Committee packages when required
• Maintain organized governance files, audit records, corporate and legal documentation in coordination with the COO and Executive Coordinator to the CEO.
• Assist with tracking action items or document updates
• Support coordination of Board and Committee materials, including tracking submission timelines and ensuring deadlines are met
• Ensure document accuracy, formatting consistency, and version control for governance materials

• Monitor the condition and functionality of the office environment and identify maintenance or repair requirements
• Coordinate maintenance or repair requests with building management and service providers
• Track and follow up on facility issues to ensure timely resolution
• Coordinate and support cleaning services and routine maintenance schedules
• Ensure office spaces and meeting areas are organized, accessible, and prepared for staff and visitors
• Coordinate reception area staff coverage and schedule to ensure seamless coverage and client service standard levels

• Monitor and maintain office supply levels and shared equipment usage
• Coordinate ordering and replenishment of office supplies
• Maintain…