PAN JOB POSTING: Executive Assistant & Collective Impact Coordinator

Executive Assistant & Collective Impact Coordinator

Job Description


Status: Full time in Year 1; Minimum 0.8 FTE in Subsequent Years

Location: To be negotiated

Remuneration: Starting salary range $45,000 to $55,000 per annum commensurate with experience; competitive benefits package

Reports To:  Executive Director

Do you thrive in a fast-paced, energized environment? Are you organized, self-motivated and results-oriented with an impeccable attention to detail? Do you have determination, passion for social justice as well as a demonstrated track record of success in a vital administrative and communications role?  PAN is now hiring an Executive Assistant, who will provide key administrative, logistical and communications support to the Executive Director (ED) and the organization as a whole; as well as act as Coordinator for a newly created Provincial Collective Impact Network.

About The Pacific AIDS Network

The Pacific AIDS Network (PAN) works collaboratively to build the capacity and skills of our 50+ member organizations and people with lived experience, to effectively address HIV/AIDS, hepatitis C and related conditions. PAN does this by facilitating communication, providing opportunities for involvement in community based research and the sharing of best-practices, and providing professional/workforce development and leadership training to our members and people living with HIV/AIDS from throughout BC. PAN acts as a voice for the community-based response, undertaking collective action to influence public perceptions and policies.

The Executive Assistant will play an important role in the ongoing success of PAN, providing high-quality administrative, logistical and communications assistance to the ED and senior staff in a timely and professional manner.

About the Provincial Collective Impact Network

The newly formed Collective Impact (CI) Network, is a joint initiative, with shared leadership, between PAN and the Provincial Health Services Authority (PHSA).  Within the new CI Network, PAN acts as the “backbone organization” to support the community-based response, facilitate linkages with public health and other key stakeholders, and provide capacity to move forward collective efforts in HIV and HCV prevention, testing, care and treatment in BC. As the backbone organization, PAN facilitates the identification of a shared vision and goals and supports the alignment of activities and work amongst the committed partners and members of this collective impact initiative. PAN also supports the establishment of shared measurement practices and works to build a provincial culture of meaningful engagement and continuous learning to evolve and improve the collective impact within the community. Lastly, PAN works to engage decision-makers and influencers to advance policy change and to mobilize resources for the collective.

This position will also function as the Collective Impact Coordinator, acting as the key contact for the collective and working closely with the ED and the leadership teams at PAN and the PHSA, to help develop the infrastructure, procedures, communications and action plans for this new network.

Duties and Responsibilities

  1. Plan appointments, meetings and events – virtual and in-person
  2. Liaise with PAN member organizations and stakeholders from a variety of public sector organizations including government officials, policy makers, funders, partner organizations, as well as people with lived experience. Act as a point of contact between the ED and members and stakeholders as required; act as a point of contact for the Collective Impact initiative
  3. Identify, engage and build relationships with partners (existing and new), network members, key stakeholders (including funders and government partners)
  4. Prepare, review, proof-read and edit documents, presentations, reports, spreadsheets, etc.;
  5. Keep records of various meetings and communicate agendas, outcomes, activities, action items and other relevant key messages with stakeholders – provide regular updates on existing action items, as well as anticipating future tasks and commitments
  6. Maintain a list of priorities and tasks; liaise with team(s) to assist with task completion
  7. Provide support, including but not limited to administrative support, to PAN’s ED, other directors and staff; as well as to members of the Collective Impact Network in developing work and evaluation plans, continuing to work towards shared goals, building capacity to members of the collective, mobilizing resources and sharing the progress to the larger collective
  8. Create regular reports, update internal databases, make travel arrangements, manage phone calls and emails as required
  9. Support the development and coordinate key internal and external communications for PAN and the Collective Impact network including web pages, email, social media, etc.
  10. Other duties as required


  1. Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role – minimum 5 years
  2. Strong communication and interpersonal skills (via phone, email and in person)
  3. Excellent organizational skills with an ability to think proactively and prioritize work
  4. Facilitation skills, partnership, negotiation and problem solving skills
  5. Experience exercising discretion and confidentiality with sensitive organization information
  6. Strong background in communications (internal and external inc. website, social media, etc.)
  7. Administrative skills
  8. Teamwork and collaboration skills
  9. Enthusiasm for learning and respect for diversity
  10. Interest and prior knowledge and experience in HIV, HCV
  11. Creativity and innovation
  12. Ability to work as part of a diverse team, to be a team-player and to communicate needs and challenges in a constructive and respectful way
  13. Proficiency in teleconference tools, website development tools, Microsoft Word and Excel, etc.

Criminal Record Check: All successful applicants will be required to complete a Criminal Record Check and a Vulnerable Sector Check.

Deadline for Applications: The closing date for applications is 5 pm, PST, Wednesday February 8th.

How to Apply: Click here to submit an application via Charity Village 

Only Short Listed applicants will be contacted for an interview. In person interviews are scheduled to take place in Vancouver on Thursday, February 16th.