Administrative Assistant

2 months ago

West Vancouver, Canada Aboriginal Housing Management Association Full time

**Job Overview**
The Administrative Assistant, reporting to the Executive Assistant, is a key role responsible for providing reception services, administrative support, and overseeing the coordination of office operations. This position also extends administrative and clerical assistance to the Executive Leadership Team (ELT), Communications Team, IT Department, and Finance Department. Success in this role requires a highly organized, team-oriented individual with a strong ability to manage projects efficiently and meet deadlines. Familiarity with Indigenous culture and traditions is highly valued, as is the capacity to maintain a smooth workflow within a fast-paced, collaborative environment.

**Who we are looking for**:
**Training, Education, and Experience**
- Must have at least two years of Post Secondary education.
- Proficient in Word, PowerPoint, Excel and Outlook, along with familiarity with other software systems.
- Minimum three years experience in a similar role.
- Excellent communication, teamwork and interpersonal skills.
- Ability to thrive in a fast-paced and frequently changing environment.
- Demonstrated initiative and ability to work independently with mínimal supervision
- Strong organizational skills, with the ability to manage multiple tasks simultaneously while ensuring accuracy and meeting deadlines.
- Sound judgment and the ability to exercise discretion.
- (A combination of relevant education and experience may be considered)_

**Critical Success Factor**:
The core of our business is serving the Indigenous community; therefore, a critical success factor for any person who joins the AHMA team is to have an in-depth understanding of Indigenous people and Indigenous culture, preferably with strong British Columbia connections.

Team members are expected to have gained this understanding through lived experiences, whether it is from being of Indigenous ancestry or working closely with Indigenous communities. Preference will be given to applicants of Indigenous ancestry as per Section 41 of the BC Human Rights Code (self-identify).

Chet kw'enmantumiyap - _Squamish for "We are thankful to you all."_

**About AHMA**:
Located on the traditional territory of the Skwxwú7mesh (Squamish) Nation in West Vancouver, BC, the Aboriginal Housing Management Association (AHMA) is dedicated to making a meaningful difference in the Indigenous community we serve. We oversee the administration of operating agreements between housing providers and Indigenous housing organizations, ensuring that the interests of all parties are respected while fostering relationships built on trust. Every member of our team plays a crucial role in our success and the success of the housing providers we support.

**Position Overview**:
Reporting to the Executive Assistant, the Administrative Assistant is responsible for managing reception, providing administrative support, and coordinating office operations. Additionally, this role may involve offering clerical and administrative support to the Executive Leadership Team, Communications Team, IT Department, and Finance Department.

**KEY RESPONSIBILITIES **(**INCLUDING BUT NOT LIMITED TO)**

Reception
- Greeting guests professionally and direct them to their meetings.
- Answer calls and respond to inquiries in a courteous and professional manner.
- Managing mail: receive, open, and distributing incoming mail; prepare and send outgoing mail.
- Ensure common areas (e.g., kitchen, boardroom, supply area, reception, etc.) are well-maintained, clean, and stocked with necessary supplies, ordering additional items as required.

Administration
- Maintain and troubleshoot office equipment and manage service contracts (e.g., printers, video conference equipment, alarm systems, fans, and heaters) to ensure smooth daily operations.
- Coordinate schedules, appointments, reservations, travel arrangements, and any other administrative tasks as requested by the ELT or the Executive Assistant.
- Enter data into AHMA's computer systems, ensuring accuracy and confidentiality of sensitive information.
- Assist with maintaining records and information related to social and Indigenous housing.
- Draft and finalize letters, reports, and other documents as required by the Executive Assistant, utilizing templates and standardized forms.
- Conduct research on organizations and topics as needed and produce briefing notes for the ELT.
- Attend meetings as requested, with responsibilities including taking minutes, preparing agendas, organizing meeting materials, booking meeting rooms, and ensuring post-meeting cleanup.
- Perform any other administrative duties as requested by the Executive Leadership Team or the Executive Assistant.
- In the absence of the Executive Assistant, carry out any duties requested by the Executive Leadership Team to ensure continuity of operations.

Information Technology
- Support the IT Manager with administrative tasks, including ordering equipment and ensuring it is deliv

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