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Administrative Assistant

6 months ago

Lantzville, Canada Orca Lelum Full time

About the Company:
Located in the beautiful territory of Snaw-naw-as First Nation, Orca Lelum is committed to fostering a safe and nurturing environment rooted in Indigenous ways of being. Dedicated to the well-being of youth, we empower individuals aged 12 to 18 to reclaim their strength, resilience, and cultural identity. Guided by the principle of _nuts’a’maat shqwaluwun_ - _people working together with one heart, one mind and one spirit_, our holistic programs prioritize substance use recovery, wellness and trauma healing. We offer medically supervised withdrawal management and a 10-week residential program, aiming to re-ignite a lifelong sense of purpose and connection.

What’s in it for you?

Join us at Orca Lelum, where you not only contribute to a thriving organization but also become part of a community-driven by cultural values and a shared commitment to making a positive impact. Come experience the fulfillment of working in a First Nations-led environment that values your well-being and growth. Additionally, you get:

- A four-day work week for permanent part time and full-time employees;
- A four - on, four -off schedule for medical staff
- An excellent benefits and pension program for eligible employees;
- Paid vacation days and wellness days for eligible employees;
- Comprehensive training and professional development provided.

Job Summary:
The administrative assistant will support daily operations. They will be responsible for scheduling, record-keeping, and overall program management. They must have excellent written and verbal communication skills and must be proficient in MS Office.

Job Duties and Responsibilities:
1. Provide backup coverage for the reception area in the absence of the primary receptionist. Greet visitors, answer incoming calls, and manage inquiries with professionalism and efficiency. Ensure a welcoming atmosphere and seamless front desk operations.

2. Coordinate the logistics of meetings, including scheduling, venue reservation (boardroom), and communication with attendees. Prepare meeting agendas and distribute them in advance, ensuring all necessary materials are available. Capture detailed and accurate minutes and ensure they are published in a timely manner.

3. Efficiently manage the scheduling of appointments for youth and staff members. Utilize scheduling software or systems to coordinate appointments based on availability and specific requirements.

4. Work collaboratively with working groups and performed duties as directed during the pre
- planning phase.

5. Co-ordinate and maintain a schedule for group counseling sessions and therapeutic group activities for youth.

6. Efficiently manage scheduling for individual counseling sessions, ensuring organized booking of appointments.

7. Assist in managing administrative tasks for the wellness and program team.

8. Collaborate with administrative colleagues to ensure efficient management of organizational needs.

9. Coordinate with community partners, service providers, and stakeholders as required.

10. Procure office supplies and program equipment as necessary.

11. Maintain a filing system via Thunderbird, and conduct data entry as needed.

12. Act as the point of contact for internal and external clients

13. Liaise with the clinical, wellness and program manager as directed.

14. Other duties as assigned, within scope.

Qualifications & Requirements:

- High School degree; additional qualification as an administrative assistant will be a plus
- Proven experience as an Administrative Assistant or Office Admin Assistant
- Valid Class 5 BC Driver's License.
- Valid First Aid Certificate - Emergency First Aid - Community Care.
- Must consent to a criminal record check.
- Good awareness of Coast Salish history, stories and teachings is an asset.
- Ability to speak Hul’q’umi’num’ is an asset

Skills & Attributes:

- Ability to work independently as well as in a team
- Ability to handle crisis and crisis intervention
- Ability to work under stress/pressure
- Sound judgment and problem-solving skills
- Strong interpersonal and communication skills - written and oral

How to Apply?

**Note**:

- _This job description is not intended to be all-inclusive. The employee may perform other related duties as required to meet the ongoing needs of the organization._

Pay: $19.83-$31.20 per hour

**Benefits**:

- Casual dress
- Company pension
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Wellness program

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday
- Weekends as needed

Work Location: In person