Office Administrator

Pacific Immigrant Resources Society; Vancouver; Hybrid; CAD 56,000 - 64,000; Full time

Job summary

Join a vibrant community-focused organization as an Office Administrator, where you'll play a key role in supporting immigrant and refugee women. This full-time position offers a chance to enhance office operations, manage volunteer initiatives, and develop communication strategies. Your strong organizational and project management skills will help create an engaging environment for both staff and visitors. This role not only emphasizes professional growth but also champions inclusivity and diversity, aligning with the organization's mission to empower marginalized communities. Be part of a team dedicated to making a meaningful impact in the lives of others.

Qualifications

• 3+ years of experience in administration management or coordination role.
• Strong organizational skills with multitasking abilities.

Responsibilities

• Manage day-to-day operations and create a welcoming atmosphere.
• Coordinate meetings and oversee office logistics and documentation.

Skills

Organizational Skills

Project Management

Interpersonal Communication

Problem Solving

Adaptability

Education

University degree or college diploma in Administration/Business

Relevant work experience

Tools

Google Workspace

Asana

Slack

MS Office

Keela

Job description

Position: Office Administrator

Hours: Full time 35 hours per week

Location: In-person at our Vancouver office with possibility of some remote work

Compensation: $56,000 - $64,000 CAD annual salary

Start date: As soon as possible

Deadline to apply: Open until filled

The Pacific Immigrant Resources Society (PIRS) is a community-based, non-profit organization serving immigrant and refugee women and their young children since 1975. PIRS delivers accessible, inclusive, low-barrier programs for immigrant and refugee women and their children that create a sense of belonging, meaningful participation, and leadership.

The Office Administrator is responsible for the efficient day-to-day operations of PIRS while creating an engaging and welcoming atmosphere for employees, volunteers, and visitors. This role requires a high level of professionalism, discretion, and the ability to work independently as well as collaboratively across the organization.

KEY RESPONSIBILITIES

Office Administration

• Act as the main point of contact for PIRS, handling inquiries, messages, and resolving issues, while overseeing administrative tasks like reception, facilities, and health & safety.
• PIRS meeting coordination, managing office logistics, attendance, and documentation.
• Office management including leases, contracts, finances (including deposits and cash records), and onboarding of new hires.
• Lead continuous improvement efforts by creating and maintaining procedural documentation for the office, researching new technologies, and ensuring compliance with relevant policies and procedures.
• Support PIRS’ online presence, including website and social media, and make recommendations on technology needs to align with organizational goals.

Volunteer Management

• Recruit, train, and support PIRS volunteers, working with staff to create role descriptions and ensuring effective volunteer placement.
• Coordinate cross-department volunteer support and training, while supervising office volunteers and managing task assignments.

Member Relations & Fund Development

• Develop and implement communication plans to ensure consistent, clear messaging to members, coordinating with the Leadership Team and Board for timely updates.
• Oversee communication channels, including email, website, and advertising, and coordinate the Annual General Meeting in alignment with Board and Executive Director needs.
• Ensure timely receipt and recording of donations, both monetary and in-kind, while supporting the Philanthropy Officer with donor acknowledgments and database management.

JOB QUALIFICATIONS

• University degree or college diploma in Administration/Business, Communications or related field and/or a relevant level of work experience.
• Demonstrated level of proficiency equivalent to a minimum of 3 years experience in an administration management or coordination role.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Demonstrated skill in identifying and independently resolving issues related to office operations, facilities, or staff.
• Desire and capability to plan and coordinate office projects, such as office moves, events, or technology upgrades, including managing multiple inter-disciplinary stakeholders.
• Comfort with changing priorities and a dynamic work environment.
• Demonstrated strong project management skills by planning, coordinating, and executing projects while ensuring effective communication and collaboration across teams.
• Experience with managing/coordinating volunteers.

CORE QUALIFICATIONS

• Ability to adapt and learn quickly with a growth mindset.
• Excellent oral and written English language skills; additional language skills considered an asset.
• Attitudes and values aligned with the goals and philosophy of PIRS.
• Strong interpersonal and cross-cultural communication skills, both in teams and autonomously.
• Proficient in using various software and digital tools (Google Workspace, Asana, Slack, MS Office, Keela).
• Understanding of trauma-informed approaches.
• Non-judgmental and positive attitude towards diverse cultures, religions, races, genders, sexualities, and special needs free from stereotypes.
• Understanding of the intersecting barriers and unique needs of immigrant and refugee women.
• Passion for inclusivity and diversity, with an interest in being part of a multicultural team.

WORKING CONDITIONS

• This is a full-time position (35 hours per week) dependent on funding.
• Requires ability to function independently managing multiple concurrent projects and deadlines including effectively managing emergent situations.
• Must be able to travel between programs across Vancouver and in some Lower Mainland communities.
• Flexibility to set up events in different working environments across the Lower Mainland.
• Occasional weekend and evening work may be required.

Application Details

Please apply including both a cover letter and resume via the applicable job portal, or directly via the PIRS career site. This job is open until filled.

We thank everyone for their interest. Only shortlisted candidates will be contacted.

With respect, diversity, and collaboration at the core of PIRS, we are an organization that knows the value of talented people. We recognize the importance of a diverse workforce and encourage applications from women, BIPOC, LGBTQ+ -identified and people with disabilities. Given the nature of our work, we also strongly encourage applications from self-identifying women with lived experience of migration.