Office Administrator

Salal Foundation; Vancouver; Remote; CAD 42,000 - 52,000; Full time

Job summary

The Salal Foundation is seeking an Office Administrator to support administrative functions within a remote environment. Key responsibilities include note-taking, document management, and providing organizational support. Candidates with experience in a non-profit setting and who are based near Vancouver or Victoria are preferred.

Benefits

Health and wellness allowance

Competitive benefits

Generous paid time off

Opportunity for growth

Qualifications

• Minimum 1 year of experience in an administrative role.
• Experience in note taking and document management.
• Demonstrated ability to manage multiple tasks.

Responsibilities

• Act as official note taker for meetings.
• Organize and retain internal documents.
• Manage organizational inbox and ensure timely responses.

Skills

Note Taking

Document Management

Meeting Coordination

Email Correspondence

Phone Correspondence

Adaptability

Initiative

Learning Mindset

Troubleshooting

Tools

Google Workspace

Microsoft 365

Asana

Sage

Clockify

Job description

The Salal Foundation is on a mission to nurture transparency, citizen engagement, democracy, and communities living within natural limits. We are dedicated to building capacity and improving resilience in communities and causes across Canada.

As a distributed and diverse Canadian team, we take pride in our entrepreneurial spirit, innovative mindset, and commitment to positive change.

Role Overview :

The Office Administrator supports the delivery of administration functions across Salal Foundation, ensuring all day-to-day operations run smoothly and effectively. This position contributes to key internal processes such as documenting discussions and decisions at meetings, organizing records, maintaining files and systems, and strengthening team coordination through clear communication and correspondence.

This is a fully remote position however, due to occasional task-related travel, preference will be given to applicants based in the Vancouver or Victoria area.

This position reports to the Executive Assistant.

Responsibilities :

• Act as the official note taker for meeting minutes across the organization, including team, senior staff, HR, and ad-hoc sessions.
• Ensure meeting agendas are carried forward by recording action items and sending follow-up reminders to support team accountability.
• Oversee the organization and retention of internal documents, ensuring files are securely stored and accessible.
• Provide management of the organizational inbox, ensuring timely responses and proper delegation of emails to the appropriate team members.
• Perform local errands, including processing physical mail and making bank deposits for cheques received.
• Manage board-related meeting scheduling, note taking, and maintaining accurate records and documents.
• Provide bookkeeping support, including organizing invoices, processing payroll, and filing relevant documentation.
• Maintain account access and login details for various platforms (e.g., CRA) and support with troubleshooting and initial set up as required.
• Take ownership of Asana document management by reviewing files and ensuring they are categorized and archived into appropriate folders.
• Support general administrative projects related to system set up, process documentation, and workflow improvements.
• Provide flexible assistance across the organization as needed.

Requirements

Skills and Attributes

Education and Experience

• A minimum of 1 year of experience in an administrative or office support role.
• Experience with administrative functions such as note taking, document management, meeting coordination, and email and phone correspondence.
• Demonstrated ability to take initiative, adapt to changing priorities, and successfully manage multiple tasks.
• A strong learning mindset paired with an aptitude for navigating new systems.
• Previous experience working in a remote setting or in a non-profit or mission-driven environment is considered an asset.
• Experience with bookkeeping support is considered an asset.

Technical Skills

• Strong computer skills with an ability to learn and adapt to new technology.
• Experience using Google Workspace and / or Microsoft 365.
• Familiarity with managing shared drives, maintaining account access and logins, and supporting basic troubleshooting.
• Familiarity with Asana, Sage, or Clockify is considered an asset.

Attributes

• Appreciation for the importance of the greater good; the successful candidate will understand the importance of people dedicating their lives to reconciliation, diplomatism, and environmental protection within Canada, and will proactively strive to achieve these goals.

TO APPLY

Please submit your resume and cover letter outlining how your skills, knowledge and experience make you a good candidate as soon as possible to ensure consideration no later that Monday, June 23rd .

We thank all applicants for their interest, but only those selected for an interview will be contacted.

What we offer :

• 42,000 – $52,000 per year, commensurate with the experience and qualifications you bring to the Foundation.
• A fully remote work environment (within Canada)
• A robust health, wellness and remote work allowance program.
• Competitive benefits and generous paid time off provisions.
• An opportunity to be part of a mission-driven organization working on impactful projects across Canada.
• Collaborate with a passionate, supportive, and remote-first team.
• Opportunity for growth and increased hours as the role evolves.

Please be advised this position is a unionized position represented by ‘Move Up Together’. Collective Bargaining Agreement negotiations are currently underway.

The Salal Foundation is an equal opportunity employer. We encourage applications from candidates of all backgrounds, identities, and experiences. Professional or lived experience working alongside Indigenous communities and / or organizations is considered a strong asset.

Should you require assistance or accommodations during the application process, please contact [emailprotected] .

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