Program Administrative Assistant

MNP Executive Search & Professional Recruitment; Vancouver; Hybrid; CAD 55,000 - 60,000; Full time

Benefits offered by this job

Salary range CAD 55k–60k

Hybrid work arrangement

Comprehensive benefits package

3 weeks vacation

On-site gym access

Job summary

AFOA BC in Vancouver is seeking a Program & Administrative Assistant to provide essential support for programs, events, and daily operations in a hybrid role combining office and home-office work.

Ideal candidates bring strong administrative skills, basic bookkeeping experience, and a collaborative, service‑oriented mindset. Salary range is 55,000–60,000 CAD per year with comprehensive benefits and 3 weeks of vacation.

Qualifications

• Grade 12 diploma or equivalent.
• Certificate or diploma in Business Administration/Office Administration or related field.
• Minimum two years of office administration or reception support.
• Experience with bookkeeping or accounting cycle; QuickBooks is an asset.
• Strong verbal and written communication and attention to detail.

Responsibilities

• Support administrative processes and day-to-day operations.
• Welcome visitors, answer inquiries, and manage front-office tasks.
• Coordinate scheduling, meetings, and travel for staff and programs.
• Process invoices and receivables, and assist with journal entries.
• Support program planning, workshops, conferences, and member services.
• Maintain filing systems and CRM data; assist with website updates.

Skills

Office administration

Reception support

Customer service

Verbal and written communication

Team collaboration

Confidentiality

Education

Grade 12 Diploma

Business Administration certificate

Tools

QuickBooks

Microsoft Office

Excel

PowerPoint

Job description

Program & Administrative Assistant

Hybrid Role: Vancouver office and home office

Full‑time, Permanent position, 35 hours per week. Monday to Friday, 8:30 – 4:00 pm.

Who We Are

AFOA BC is a non‑profit organization founded in 1996 that advocates for Indigenous finance and administration. It is part of a national body, giving members resources and networking opportunities. AFOA BC serves over 300 members and offers professional development and education to strengthen Indigenous communities.

Who We Are Looking For

You are proactive, organised, detail‑oriented, and thrive in a collaborative environment. You bring strong administrative skills, commitment to excellent service, and a passion for supporting Indigenous Peoples.

You excel at keeping operations running smoothly—clearing communications, coordinating logistics, and supporting programs. You possess basic financial administration and bookkeeping experience. You are a warm, professional ambassador for the organization.

What You Will Be Doing

Reporting to the Associate Executive Director, you will support the operation of AFOA BC’s programs, services, and daily functions. Your responsibilities include:

Administrative & Reception Support

• Welcome visitors, callers, and members with professionalism, serving as the first point of contact.
• Monitor the main inbox and phone line, responding or directing inquiries.
• Support internal scheduling, meeting preparation, document handling, action‑item tracking, and staff coordination.
• Maintain organized digital and physical filing systems and assist with day‑to‑day financial tasks (invoices, receivables, journal entries, coding).
• liaise with AFOA Canada regarding membership records and prepare monthly reports; follow up on unpaid dues and send member mailouts.

Program & Workshop Coordination

• Support planning and delivery of programs, workshops, and training sessions, including registration and communication.
• Coordinate logistics such as materials, venues, catering, and supplies.
• Assist with travel arrangements for staff, facilitators, and participants.
• Track attendance and support follow‑up and reporting.

Conference & Event Support

• Assist with planning and delivering conferences, gatherings, and special events.
• Support vendor coordination, exhibitor communication, registration, and on‑site logistics.
• Help prepare event materials, signage, name badges, and attendee packages.
• Provide welcoming on‑site support.

Board Support

• Manage board and committee documentation, records, and confidential governance materials.
• Prepare agendas, materials, and maintain accurate meeting minutes.
• Provide logistical support for board and committee meetings, including occasional evening or weekend work.

Communications & Member Services

• Prepare newsletters, announcements, and program notices with accuracy and clarity.
• Maintain member information within the CRM or other tracking systems.
• Assist with website updates and posting program information.
• Support outreach efforts and prepare promotional materials.

Operational Support

• Support administrative processes, project tracking, internal coordination, and system improvements.
• Maintain office supplies, equipment, and shared tools.
• Assist staff during peak times or absences to ensure smooth operations.
• Contribute to a collaborative, respectful, and service‑oriented team culture grounded in Indigenous values.
• Other duties as needed.

What You Bring

Education

• Grade 12 Diploma or equivalent.
• Certificate or diploma in Business Administration, Office Administration, or related field (or equivalent experience).

Experience and Skills

• Minimum two years of office administration or reception support.
• Bookkeeping or accounting cycle experience; QuickBooks knowledge is an asset.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office (Excel, PowerPoint); openness to learning new systems.
• Strong organization, attention to detail, ability to manage multiple priorities.
• Customer service skills and positive relationship building.
• Team‑oriented, can work independently when needed.
• Sound judgment and ability to maintain confidentiality.
• Experience supporting Board of Directors activities is an asset.
• Comfortable supporting workshops, conferences, meetings, online events.
• Knowledge of Indigenous communities, cultures, governance is an asset; Indigenous ancestry candidates preferred.

What We Offer

• Collaborative work with dedicated individuals driving positive impact.
• Rewarding work with opportunities to make a difference.
• Salary range $55,000–$60,000 per annum.
• Hybrid work arrangement.
• Comprehensive benefits package, including matched RSP program.
• 3 weeks’ vacation plus additional paid time off during the festive season.
• Complimentary access to an on‑site gym.
• Supportive, collaborative work environment.

How To Apply

Submit a cover letter and resume. Successful candidates will be asked for references and a clear criminal records check.

Applications will be reviewed on an ongoing basis. Only selected candidates will be notified.

Persons of Indigenous ancestry will be given preference. Section 42(1) of the BC Human Rights Code.