Administrative Assistant

Ignite Management Services; Vancouver; On-site; CAD 55,000 - 80,000; Full time

Job summary

Ignite Management Services is seeking an Administrative Assistant to enhance operations and deliver critical administrative support in Vancouver. This role involves project management, operational efficiency, and a proactive approach to problem-solving, requiring 2-5 years of relevant experience. If you thrive in a dynamic environment and appreciate a people-first culture, this position offers career growth within an innovative consulting firm.

Benefits

Five-week paid vacation program

All-inclusive phone plan and device

Extended health and dental package

Qualifications

• 2-5 years’ experience in operations, project management, or business administration.
• High attention to detail and excellent written/verbal communication skills.
• Experience leading projects and optimizing processes.

Responsibilities

• Provide high-value administrative support to the Director of Finance.
• Ensure seamless office operations and maintain administrative standards.
• Compile monthly financial reports and assist with HR-related tasks.

Skills

Project Management

Communication

Problem Solving

Organizational Skills

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft Office Suite (Excel, PowerPoint, Word)

Quickbooks

Job description

Ignite Management Services provided pay range

This range is provided by Ignite Management Services. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

CA$55,000.00/yr - CA$80,000.00/yr

Direct message the job poster from Ignite Management Services

director, recruitment | ig @samanthaxlinchpin

The Linchpin Co. is a people operations group offering custom recruitment and consulting services. At Linchpin, we know a company's most valuable resource is its people, and we are people experts!

We will be the point of contact between you and Ignite Management Services during the recruitment process, acting as your trusted advisor and coach. We look forward to your interest.

ABOUT IGNITE

We are a small team of diverse and multi-disciplinary professionals led by a passionate Founder and President, with offices in Vancouver and Toronto. We work alongside CEOs and top-level Executives in medium-large, complex organizations to create and execute strategy and develop leaders. What we do is not simple; from aligning stakeholders to supporting the achievement of KPIs, we strive to “change the way business is done,” guided by our cultural pillars of Care, Excellence, and Joy.

ABOUT YOU

You are a highly organized and proactive admin/operations professional with strong project management skills and a people-first mindset. You thrive in dynamic environments and take ownership of your work, balancing detail-oriented execution with big-picture thinking.

You bring a calm, solutions-oriented approach to challenges and excel at keeping teams and projects moving forward. You’re naturally curious, driven to improve how things work, and eager to contribute to a collaborative, high-performance culture.

With strong communication skills and emotional intelligence, you build trusted relationships and foster connection across teams. You care about creating impact—for clients, colleagues, and the business.

POSITION OVERVIEW

The Administrative Assistant is a key enabler of Ignite Vancouver’s effectiveness and growth, responsible for enhancing and providing essential support within Ignite’s administrative and internal operations function.

Your administrative leadership will directly impact how efficiently and effectively the team can deliver, scale, and improve. Your oversight ensures the smooth day-to-day running of the office while enabling the business to scale sustainably. You will support leadership in fostering care, excellence, and joy—building a work environment where people thrive and feel connected to our purpose.

This role offers the opportunity to meaningfully contribute to organizational success, influence company culture, and play a pivotal role in our long-term strategy.

KEY RESPONSIBILITIES

Office Administration

• Provide high-value administrative support to the Director of Finance, enhancing their efficiency in managing strategic and daily priorities.
• Ensure seamless office operations that support a healthy and productive work environment.
• Oversee procurement and inventory of marketing materials, office supplies, technology, and kitchen essentials, ensuring availability and cost-effectiveness.
• Act as the primary liaison with building management for maintenance, access cards, gym facilities, mail services, and other office-related needs.
• Support and administer contracts with suppliers and service providers to optimize costs and terms, and monitor vendor performance, ensuring compliance with contractual obligations and terms.

Internal Operations & Processes

• Compile and conduct an initial review of expense claims (internal and billable) before submitting them to the Director of Finance for approval.
• Maintain the internal revenue tracker, prepare client invoices, and ensure accuracy before submission for review.
• Compile and generate monthly time-tracking reports, to be reviewed by the Director of Finance.
• Generate monthly financial reports and slides for internal team meeting purposes, to be reviewed by the Director of Finance.
• Provide administrative support for HR-related tasks, including smooth operation of the benefits program.
• Assist the Director of Finance in maintaining and enhancing standards, processes, templates, and tools for continuous improvement efforts and consistent use across the team.
• Provide scheduling and ad-hoc support to the Director of Finance and President, upon request.

Workforce Planning

• Maintain and update the workforce planning tool, identifying associate capacity for client assignments and presenting findings to the Director of Finance for decision-making.
• Coordinate the process of annual vacation requests.

Ignite Methodology and Client Work

• Coordinate and lead the logistical and administrative aspects of client facing events/sessions (e.g. leadership program sessions) to ensure seamless execution and exceptional experiences.
• Participate in internal initiatives to support the growth and development of Ignite’s people, culture, and business.
• Learns the Ignite Methodology for strategic planning and leadership development to effectively speak to the client engagement process.
• Provide ad-hoc support to the Ignite team while they carry out client work. As such, maintain availability and accessibility including outside regular work hours.

WHAT WE LOOK FOR

• Highschool graduate; Bachelor’s degree in business administration, operations management, project management or related field an asset.
• 2–5 years’ experience in operations, project management, or business administration, ideally in a fast-paced or consulting environment.
• Proven ability to lead complex projects and cross-functional initiatives with clarity, structure, and follow-through.
• Experience identifying inefficiencies and implementing process improvements that lead to measurable results.
• High attention to detail, with strong organizational skills and the ability to prioritize effectively across competing demands.
• Strong problem-solving and analytical skills
• Strong interpersonal skills with a demonstrated ability to build trusted relationships across teams and leadership levels.
• Excellent written and verbal communication skills, with the ability to distill complexity into actionable insights.
• Extensive experience with Microsoft suite products, specifically Excel, PowerPoint, and Word.
• Experience with Quickbooks considered an asset.
• Curiosity, initiative, and a mindset of continuous learning and improvement.
• A collaborative, people-first approach rooted in humility, discipline, and optimism.
• Legally eligible to work in Canada.

OUR OFFER

We are passionate about the impact we have at Ignite and pride ourselves on delivering transformational results through an exceptional team. We offer a competitive base salary, company bonus plan, five-week paid vacation program, all-inclusive phone plan and device, and an industry-leading extended health and dental package. At Ignite we promote a high-trust environment and support work-life integration.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Business Consulting and Services

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