Administrative & Board Assistant

4 days ago

Vancouver, Canada Francl Architecture Inc. Full time

**NOW HIRING**:

- **Administrative & Board Assistant**

We are looking for a highly organized and people-focused Administrative, Events & Board Assistant to support the smooth day-to-day operations of our firm, coordinate logistics for internal and community-facing events, and assist with board-related administration. This dynamic role combines front desk presence with meaningful behind-the-scenes support for leadership and culture-building initiatives.

You’ll be the first point of contact for visitors and inquiries, a steady presence in coordinating meetings and materials, and a hands-on organizer for everything from internal team lunches to client events and board meetings.

**WORK HOURS**: Office hours

**LOCATION**: Vancouver BC, onsite (Monday to Friday)

**TERM**: Full Time Regular

**DEPARTMENT**: Admin

**Responsibilities and Expectations**

Reception & Office Administration
- Greet and welcome guests, manage incoming calls and general inboxes
- Maintain a professional and organized reception area, meeting spaces, and shared office zones
- Order office and kitchen supplies ensuring its kept clean; liaise with vendors as needed
- Assist with document formatting, data entry, and general administrative support across departments
- Manage meeting room calendars and assist with bookings
- Support HR and Operations with administrative tasks and tracking of budgets.

Board & Leadership Support
- Coordinate logistics for board meetings, including scheduling, catering, room setup, AV, and material preparation
- Assist in preparing meeting packages, formatting documents, and taking/distributing minutes
- Maintain up-to-date and confidential board files, directories, and contact lists
- Support leadership with special projects, presentations, or travel bookings on occasion

Event & Culture Support
- Plan and coordinate internal team events, staff lunches, milestone celebrations, and holiday gatherings
- Assist in organizing external events such as open houses, community receptions, or firm showcases
- Liaise with catering, venues, vendors, and internal stakeholders to manage logistics
- Track RSVPs, manage set-up/take-down, and ensure a welcoming experience for all attendees

Other duties as requested.

**Qualifications/Assets**
- 3+ years of experience in an administrative or hands-on receptionist role
- Strong organizational and communication skills
- Experience coordinating meetings, events, and logistics
- Proficient with Microsoft Office and scheduling tools
- Friendly, professional, and people-focused approach
- Able to manage confidential information with discretion
- Must be available to work onsite, Monday to Friday and attend events

**ABOUT FRANCL ARCHITECTURE**

**DEADLINE**: Open until filled

Francl Architecture is an equal opportunity employer. We believe that diversity, equity and inclusion enrich the design process and strengthen our work. Our firm is committed to fostering an equitable and inclusive environment - one where collaboration, respect, and a shared commitment to thoughtful design are at the core of how we work and engage with our communities.

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

Expected hours: 37.5 per week

Additional pay:

- Overtime pay

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
- Wellness program

Schedule:

- Monday to Friday

**Experience**:

- Administrative: 3 years (required)

**Location**:

- Vancouver, BC V6B 2W7 (required)

Work Location: In person

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