Administrative Assistant

Pivot HR Services; Vancouver; On-site; CAD 53,000 - 63,000; Full time

Job summary

A respected administrative recruitment firm is seeking an Administrative Assistant to facilitate operations at a leading association in mineral exploration. Located in Vancouver, the role involves managing reception duties, coordinating meetings and events, and providing essential administrative support. Candidates should possess strong organizational skills and experience in a nonprofit setting. A competitive salary ranging from $53,000 to $63,000 is offered, alongside additional benefits.

Benefits

Competitive Compensation

Annual Salary Review

Performance Bonus

Transit Support

Wellness Membership Reimbursement

Retirement Savings Support

Fully Paid Benefits

Qualifications

• 1 - 3 years of direct experience in administration, preferably within a nonprofit or public sector.
• Strong communication skills to draft, proofread, and format documents.
• Ability to manage multiple priorities effectively.

Responsibilities

• Provide administrative support to ensure smooth daily operations.
• Manage reception duties and coordinate meetings.
• Support the logistics for virtual and in-person events.

Skills

Organizational skills

Communication skills

Proficiency with Microsoft Office Suite

Time management

Ability to adapt to changing priorities

Education

Degree or diploma in office administration or related field

Tools

Microsoft Office Suite

Zoom

Expensify

Job description

Association for Mineral Exploration

Administrative Assistant

Pivot HR Services is pleased to present this Administrative Assistant role on behalf of our valued client, the Association for Mineral Exploration.

ABOUT AME:

AME is the lead association for the mineral exploration and development industry based in British Columbia. Established in 1912, AME represents, advocates, protects, and promotes the interests of thousands of members who are engaged in the industry. Drawing from the Strategic Plan and annual top policy issues, AME delivers on its goals through a combination of advocacy, leadership, and partnerships.

PURPOSE OF POSITION:

Reporting to the Sr VP and COO, the Administrative Assistant provides comprehensive administrative support across AME. The role ensures smooth day-to-day operations of the AME office, assists in the coordination of meetings and corporate events, manages reception and visitor services, supports interdepartmental administrative needs, and contributes to a welcoming, organized, and efficient workplace environment.

RESPONSIBILITIES:

The Administrative Assistant provides essential front-line and behind-the-scenes support to ensure smooth daily operations and a welcoming, professional environment at AME. This role manages reception duties, meeting logistics, office and kitchen supplies, and the coordination of shared spaces, acting as the first point of contact for staff, members, and visitors. The Administrator also supports internal teams by managing calendars, coordinating travel, processing expenses, maintaining files and databases, and preparing documents and communications. Additionally, they play a key role in supporting the logistics and documentation for committees, meetings, and events—both in-person and virtual—helping to ensure seamless execution and alignment with AME’s strategic goals.

Office Administration:

• Ensure that the front-of-house remains welcoming, organized, and professional at all times. This includes handling day-to-day upkeep of shared spaces to support a smooth and consistent experience for staff, members, and external visitors
• Act as the first point of contact for AME by overseeing the intercom and greeting, and directing individuals entering the office. Offer assistance with professionalism and hospitality, helping to create a positive and engaging impression of AME
• Monitor incoming and outgoing deliveries, ensuring mail, courier packages, and other materials are received, documented, and distributed accurately and promptly to appropriate staff
• Conduct routine spot checks of reception, kitchen, meeting rooms, and storage areas to ensure cleanliness, stock levels, and organization meet workplace standards
• Monitor inventory levels of office materials (e.g., stationery, paper, toner) and kitchen consumables (e.g., coffee, tea, utensils), and place timely orders to prevent shortages or disruptions
• Manage meeting room reservations to ensure fair and efficient use of shared spaces. Coordinate AV setup needs for meetings, presentations, and hybrid gatherings, liaising with IT support when necessary.
• Assist with logistical preparation for in-office gatherings, including room layout, AV testing, catering arrangements, and printed materials
• Offer responsive, flexible administrative support to various teams within the organization based on shifting priorities and operational needs

Administrative Assistance Support:

• Research and coordinate cost-effective and convenient travel arrangements. Secure flights, hotel reservations, and ground transportation, and adjust bookings as needed to accommodate schedule changes or disruptions, ensuring a seamless travel experience
• Oversee the full range of logistical requirements for off-site and virtual meetings. Liaise with external vendors, venues, and participants to confirm details and troubleshoot issues before and during events, ensuring a smooth and professional delivery
• Maintain a central list of recurring and ad hoc tasks for departmental awareness
• Maintain accuracy in calendar management to support efficient use of time and resources
• Enter expense submissions, ensuring all receipts are properly collected, categorized, and uploaded. Review expense claims for accuracy and completeness; ensure accurate recordkeeping and timely processing of reimbursements
• Engage positively and constructively with colleagues across departments, offering assistance, sharing knowledge, and participating in team initiatives. Help foster an environment where administrative systems and people thrive together in service of the organization’s mission
• Support committee logistics including scheduling, catering, room booking, and note preparation
• Regularly review and reference AME’s Strategic and Annual Work Plans to support goals
• Provide administrative support, including document organization, scheduling, and expense tracking.
• Maintain filing systems and shared resources for policy documents, research reports, and government correspondence
• Support data entry and database maintenance related to engagement and policy tracking
• Respond to general inquiries and manage communications as needed
• Greet visitors and members, providing a welcoming environment and directing them to the appropriate staff or department, as needed
• Prepare, type, edit, and proofread various documents such as letters, reports, presentations, and spreadsheets to support AME

Committee & Board Support

• Assist with the planning, logistics, and follow-up for policy-related committees, working groups, and roundtables
• Prepare and distribute accurate meeting minutes and summary reports to ensure all committee members are informed and aligned
• Coordinate meetings and prepare agendas, minutes, and briefing packages
• Provide on-site and virtual support during meetings and events, such as setting up rooms, managing technology, distributing materials, and assisting attendees as needed

QUALIFICATIONS, EXPERIENCE & PROFESSIONAL COMPETENCIES:

• A minimum of 1 - 3 years of direct experience in administration, preferably within a nonprofit, public sector, or member-based organization.
• A degree, diploma, or post-graduate certificate in office administration, business operations, public administration, or a related field, combined with administrative training
• To reduce barriers, a combination of transferable skills, knowledge, lived experience, and comparable qualifications will be considered.
• Proficiency in using office productivity tools such as Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and administrative platforms like Zoom, Expensify, and shared file systems
• Strong organizational and time management skills with the ability to proactively manage recurring tasks and respond to changing priorities
• Clear, concise, and professional communication skills, including the ability to draft, proofread, and format correspondence, reports, and meeting materials
• High level of accuracy and thoroughness in document preparation, scheduling, data entry, and recordkeeping
• Comfortable adapting and responding effectively to unexpected changes or challenges
• Proven ability to independently manage priorities and provide administrative support to multiple people simultaneously
• Capable of juggling a variety of tasks across front-of-house, event logistics, and internal administrative coordination while meeting deadlines
• Strong interpersonal skills; ability to work collaboratively as a team and to build strong relationships
• A proactive, solutions-oriented mindset with the ability to take initiative and anticipate administrative needs before they arise

WHAT WE OFFER:

• Competitive Compensation: Receive a salary package ranging from $53,000 - $63,000, reflective of your experience and the skills you bring to the role. We believe in recognizing and rewarding your contributions.
• Annual Salary Review: Your base salary will be reviewed annually before the start of each fiscal year, with potential increases based on individual performance and the overall financial and operational performance of AME.
• Performance Bonus: Be eligible for an annual discretionary bonus, determined by the achievement of defined goals and objectives and subject to company performance.
• Transit Support: Leave the parking stress behind—AME covers the cost of a monthly transit pass to support your commute.
• Wellness Membership Reimbursement: Invest in your well-being with up to $50 per month in reimbursements for health and wellness activities or memberships.
• Retirement Savings Support: Contribute to your financial future with standalone RSP contributions.
• Vacation Time: Paid vacation details to be confirmed during the offer process, ensuring time for rest and recharging.
• Fully Paid Benefits: Enjoy employer-paid extended health benefits that support your overall well-being.

We greatly appreciate interest from individuals belonging to equity-seeking groups, and we encourage individuals to self-identify if they wish.

We strive to ensure that our online application system and recruitment process are accessible to individuals with different abilities, and we have various accommodations available if you need them. If at any point during the application and/or recruitment process you require an accommodation, please do not hesitate to reach out to us at [e-mail]