Administrative Assistant

2 months ago


North Saanich, Canada SeaChange Marine Conservation Society Full time

SeaChange Marine Conservation Society is a non-profit organization that is passionate about marine conservation, restoration, and education. We are located in the traditional territories of the Ləkʷəŋən and WSÁNEĆ Nations including the Songhees, Esquimalt, Tsartlip, Tseycum, Pauquchin and Tsawout, known today as Victoria, BC. Our mission is to engage communities and use up-to-date scientific and technological methodologies to survey, map, and assess the condition of nearshore coastal ecosystems for the purpose of conservation and restoration. In partnership with coastal communities, we measure the success and impact of our restoration efforts by our long-term relationships with communities and ecosystem health. We foster community partnerships through education and with a philosophy of sharing data, knowledge, and experience.

We are currently looking to hire an Administrative Assistant to support the Executive Director and other staff in the day-to-day work of running the organization.

**Key Tasks and Responsibilities**:

- Pay bills/invoices in QuickBooks Online (QBO) on a scheduled basis.
- Reconcile the bank accounts with QBO.
- Oversee accounting systems with the advice of professionals.
- Have awareness of how business systems operate and maintain standards of operation.
- Maintain SeaChange files and records and keep separate from personal files.
- Review and pay SeaChange credit cards.
- Manage Payroll, including paying business taxes, tracking vacation, sick pay and banked time
- Help prepare and track project invoices
- Issue tax receipts
- Help prepare T4A slips
- Coordinate with ED and Treasurer to prepare Annual Financial Statement and T3010 tax form
- Coordinate with Board Secretary to make sure Annual Report is filed with BC Societies Online, and Board members are updated
- Organize and attend monthly staff meetings
- Help with Human Resources management, including support for preparing contracts and job offers, and coordination with benefits providers
- Tracking and ordering office supplies
- Strong administration skills and experiences
- Proficiency in MS Word, Excel and Outlook
- Familiarity with QuickBooks Online
- Attention to detail, time management
- Highly organized and reliable
- Able to prioritize and multitask
- Ability to problem solve
- Able to work independently and as part of a team
- Calm, affable and personable
- Genuine, friendly, professional demeanor
- Have a positive attitude
- Strong communications skills

SeaChange is looking for someone who wants to join a growing team and help us to deliver on our mission. We can offer flexible hours for this position, and are looking at a range of 14-20 hrs per week depending on the current workload. We have an office but most staff work from home most of the time so we can also be flexible around work location, although we would prefer someone in the Greater Victoria area. We are looking for someone to start January 6th, 2025 and there will be overlap with our current Administrative Assistant to provide training and ensure a smooth transition.

**Job Types**: Part-time, Permanent

Pay: $26.00-$30.00 per hour

Expected hours: 14 - 20 per week

**Benefits**:

- Flexible schedule
- Work from home

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Work Location: Hybrid remote in North Saanich, BC V8L 0A2

Application deadline: 2024-11-22
Expected start date: 2025-01-06



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