Administrative Assistant

Integratedcooling; Burnaby; On-site; CAD 42,000 - 54,000; Full time

Job summary

BC Athletics is seeking an Administrative Assistant to serve as the document and brand backbone, ensuring every document reflects the new brand identity and maintains consistency across programs such as Track & Field, Road & Trail Running, Officials, and Sport Development.

Reporting to the Operations Manager, you will format legacy materials, build templates, manage newsletters, spreadsheets for annual reporting, manage membership data, support the CEO and Board, and help with grants and event

Qualifications

• You are passionate about document formatting, consistency, and brand alignment.
• You have strong Excel skills, including formulas and pivot tables.
• You bring administrative or office support experience in fast-paced environments.
• You can manage multiple priorities and coordinate with diverse contacts.
• You possess writing and copy-editing abilities and customer service mindset.

Responsibilities

• Document and Brand Ownership (Core Focus): Reformat legacy BC Athletics documents to align with the new brand; build a library of templates; ensure formatting consistency across materials; coordinate newsletters and reports.
• Excel and Data Work: Build spreadsheets for annual reporting, membership data, and event logistics; assist with audits and invoicing; support grant tracking.
• Executive Support: Provide administrative support to the CEO and Board of Directors.
• General Administrative Support: Compile information for annual reporting; streamline administrative processes and automation.
• Membership Database Management and Member Compliance: Manage membership data and support member inquiries; ensure compliance.
• Program and Event Support: Assist with event prep and program delivery across Track & Field and Road & Trail Running.

Skills

Document formatting

Excel proficiency

Data organization

Copy-editing

Administrative support

Multi-priority management

Tools

Canva

Mailchimp

Adobe Creative Suite

QuickBooks Online

Job description

This is an opportunity to contribute to a dynamic provincial sport organization and play a key role supporting programs that impact athletes and communities across British Columbia.

We recently completed a rebrand and are looking for someone who is genuinely excited by document work. If you find real satisfaction in a perfectly formatted template, a clean spreadsheet, or a newsletter that looks exactly right, this role was built for you.

The Administrative Assistant is the document and brand backbone of BC Athletics, a role built for someone who is excited by formatting, consistency, and precision. We recently rebranded, and we need someone who will champion that identity across every document we produce.

Reporting to the Operations Manager, this role supports the CEO, Board of Directors, and program areas including Track & Field, Road & Trail Running, Officials, and Sport Development. The Administrative Assistant acts as a shared resource across the organization, ensuring consistent, professional communication and documentation.

Position Responsibilities:

Document and Brand Ownership (Core Focus)

• Reformat legacy BC Athletics documents to align with the new brand: fonts, colours, layout, and voice
• Build and maintain a library of polished, reusable templates across all program areas
• Ensure consistency in formatting, branding, and version control across all materials
• Coordinate, draft, and format BC Athletics newsletters, announcements, and reports

Excel and Data Work

• Build and maintain spreadsheets for annual reporting, membership data, and event logistics
• Complete annual inventory counts and assist with organizing financial information for the audit
• Assist with invoicing for programs and teams
• Support grant application tracking and reporting processes

Executive Support

• Provide administrative support to the CEO and Board of Directors

General Administrative Support

• Provide administrative support to BC Athletics staff
• Compile and organize information for annual reporting requirements
• Assist with grant applications and reporting processes
• Identify opportunities to improve administrative efficiency through technology

Membership Database Management and Member Compliance

• Support in managing membership and affiliation compliance through BC Athletics membership database
• Provide member support and troubleshooting under the direction of the Operations Manager

Program and Event Support

• Assist staff with event preparation and planning
• Support coordination of program delivery and team logistics across Track & Field and Road & Trail Running

Experience and Beneficial Skills:

• You are lit up by document work: formatting, consistency, and precision are not tasks you tolerate between the \"real\" work; they are what you do best.
• You will take ownership of reformatting legacy materials to align with our new brand standards.
• You are strong with Excel beyond the basics, comfortable with formulas, pivot tables, and data organization. You take pride in spreadsheets that are as clean as they are functional.
• You bring administrative or office support experience and can contribute effectively in a fast-paced environment.
• You are skilled at managing multiple priorities and requests across a wide range of contacts.
• You have strong writing and copy-editing skills.
• You are service-oriented, responsive, and proactive in resolving questions and issues.
• You have experience in sport and/or understand the amateur sport landscape in British Columbia.
• You have experience with grant writing and reporting.
• You produce polished work in Canva, Mailchimp, and Adobe: documents that look intentional, and communications that reflect the brand accurately.
• You have experience using financial and administrative software, including QuickBooks Online.
• You work effectively both independently and as part of a collaborative team.
• You are willing to complete CAC Safe Sport Training and a Criminal Record Check including a Vulnerable Sector Check.

BC Athletics is an equal opportunity employer and encourages applications from all qualified individuals.

BC Athletics thanks all applicants for their interest, however only those under consideration for the role will be contacted.

Read more here.

www.bcathletics.org