Administrative Assistant

Job Overview
The Administrative Assistant, reporting to the Executive Assistant, is a key role responsible for providing reception services, administrative support, and overseeing the coordination of office operations. This position also extends administrative and clerical assistance to the Executive Leadership Team (ELT), Communications Team, IT Department, and Finance Department. Success in this role requires a highly organized, team-oriented individual with a strong ability to manage projects efficiently and meet deadlines. Familiarity with Indigenous culture and traditions is highly valued, as is the capacity to maintain a smooth workflow within a fast-paced, collaborative environment.

Who we are looking for:

The ideal candidate will be highly organized, detail-oriented, and collaborative. Familiarity with Indigenous cultures is a strong asset, as is the ability to effectively manage multiple projects. Please note that this position is not eligible for the Sukoo Flexible Workplace Policy and requires full-time work from our West Vancouver office.

Training, Education, and Experience

1. Must have at least two years of Post Secondary education.
2. Proficient in Word, PowerPoint, Excel and Outlook, along with familiarity with other software systems.
3. Minimum three years experience in a similar role.
4. Excellent communication, teamwork and interpersonal skills.
5. Ability to thrive in a fast-paced and frequently changing environment.
6. Demonstrated initiative and ability to work independently with minimal supervision.
7. Strong organizational skills, with the ability to manage multiple tasks simultaneously while ensuring accuracy and meeting deadlines.
8. Sound judgment and the ability to exercise discretion.

(A combination of relevant education and experience may be considered)

Critical Success Factor:

The core of our business is serving the Indigenous community; therefore, a critical success factor for any person who joins the AHMA team is to have an in-depth understanding of Indigenous people and Indigenous culture, preferably with strong British Columbia connections. Team members are expected to have gained this understanding through lived experiences, whether it is from being of Indigenous ancestry or working closely with Indigenous communities. Preference will be given to applicants of Indigenous ancestry as per Section 41 of the BC Human Rights Code (self-identify).

About AHMA:

Located on the traditional territory of the Skwxwú7mesh (Squamish) Nation in West Vancouver, BC, the Aboriginal Housing Management Association (AHMA) is dedicated to making a meaningful difference in the Indigenous community we serve. We oversee the administration of operating agreements between housing providers and Indigenous housing organizations, ensuring that the interests of all parties are respected while fostering relationships built on trust. Every member of our team plays a crucial role in our success and the success of the housing providers we support.

KEY RESPONSIBILITIES (INCLUDING BUT NOT LIMITED TO)

Reception

1. Greeting guests professionally and directing them to their meetings.
2. Answering calls and responding to inquiries in a courteous and professional manner.
3. Managing mail: receiving, opening, and distributing incoming mail; preparing and sending outgoing mail.
4. Ensuring common areas (e.g., kitchen, boardroom, supply area, reception, etc.) are well-maintained, clean, and stocked with necessary supplies, ordering additional items as required.

Administration

1. Maintaining and troubleshooting office equipment and managing service contracts (e.g., printers, video conference equipment, alarm systems, fans, and heaters) to ensure smooth daily operations.
2. Coordinating schedules, appointments, reservations, travel arrangements, and any other administrative tasks as requested by the ELT or the Executive Assistant.
3. Entering data into AHMA's computer systems, ensuring accuracy and confidentiality of sensitive information.
4. Assisting with maintaining records and information related to social and Indigenous housing.
5. Drafting and finalizing letters, reports, and other documents as required by the Executive Assistant, utilizing templates and standardized forms.
6. Conducting research on organizations and topics as needed and producing briefing notes for the ELT.
7. Attending meetings as requested, with responsibilities including taking minutes, preparing agendas, organizing meeting materials, booking meeting rooms, and ensuring post-meeting cleanup.
8. Performing any other administrative duties as requested by the Executive Leadership Team or the Executive Assistant.
9. In the absence of the Executive Assistant, carrying out any duties requested by the Executive Leadership Team to ensure continuity of operations.

Information Technology

1. Supporting the IT Manager with administrative tasks, including ordering equipment and ensuring it is delivered to the appropriate employees.
2. Assisting with IT onboarding for new employees, including setting up equipment and user accounts.
3. Helping the IT Manager in drafting and sending out company-wide emails and memos regarding IT updates or information.
4. Assisting in maintaining IT accounts, including handling payments, updating account information, and performing routine account maintenance.
5. Helping set up and maintain IT equipment for employees, ensuring proper functionality and support.
6. Attending scheduled meetings with the IT Manager to stay updated on IT projects and initiatives.

Finance

1. Managing petty cash, tracking expenditures and monthly credit card reconciliation.
2. Reconciling monthly Subsidy Reports for the Finance Team.
3. Maintaining the Accounting filing system, ensuring accurate and up-to-date records.
4. Preparing cheques for signing and mailing when requested by the Chief Financial Officer.
5. The ability to process Rent Calculations and aid with Financial Reviews.
6. Making bank deposits on behalf of the Chief Financial Officer when requested.
7. Supporting the Finance Department when needed.

Communications Support

1. Assisting the Communications Team with ordering promotional materials and branded merchandise (swag) for events, ensuring timely delivery and accurate inventory management.
2. Supporting the planning and coordination of corporate events, including handling logistics, vendor coordination, and material preparation.
3. Responding to members' inquiries, providing helpful information and escalating concerns to the appropriate team members as needed.
4. Helping manage the distribution of communication materials, ensuring members and stakeholders receive important updates and event information.
5. Assisting in tracking communication projects and maintaining records of outreach efforts.

EDUCATION, CERTIFICATION & EXPERIENCES:

1. A minimum of two years of post-secondary education is required, preferably in business administration, office management, or a related field.
2. Proficiency in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook, with the ability to learn and adapt to new software and technology systems.
3. At least three years of experience in a similar administrative or office coordination role, with proven experience in managing multiple tasks and supporting various teams.
4. Strong organizational, time management, and communication skills are essential, with attention to detail and the ability to work independently or as part of a team.
5. Experience working in a fast-paced, dynamic environment is preferred, with the ability to handle confidential information and prioritize competing deadlines.

*A combination of the above may be considered.

Job Types: Full-time, Permanent

Pay: $54,000.00-$58,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Discounted or free food
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Store discount
• Tuition reimbursement
• Vision care
• Wellness program

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Application question(s):

• Do you self-identify as Indigenous? Preference will be given to applicants of Indigenous ancestry as per Section 41 of the BC Human Rights Code (self-identify)

Education:

• Secondary School (preferred)

Experience:

• Front desk: 3 years (required)
• Administrative experience: 3 years (required)

Work Location: In person

Application deadline: 2024-11-06
Expected start date: 2024-11-12