Administrative Assistant

1 week ago

Victoria BC VB L, Canada Inquiring Little Minds Full time

Administrative Assistant

Organization: Inquiring Little Minds

Location: Victoria,BC

Hours: 8 hours per week to start, with potential for incremental increases throughout the year

Start Date: As soon as possible

About the Role

Inquiring Little Minds is seeking a detail-oriented and highly organized Administrative Assistant who enjoys structure, documentation, and smooth office operations. This role provides support to the Regional Director with a strong focus on file audits, supply ordering and sorting, and email correspondence . The ideal candidate thrives in an administrative environment, communicates clearly, and takes pride in accuracy and efficiency.

Key Responsibilities

File & Documentation Management (Primary Focus):

  • Maintain digital and physical filing systems for organization-wide documents
  • Complete yearly and ongoing file audits, archival, and box-ups
  • Update records and documentation as needed, including registration and compliance-based files
  • Ensure documents are organized, stored, and retrievable for internal and external needs

Supplies Ordering & Inventory Coordination:

  • Monitor supply levels across centres and office operations
  • Order, sort, and distribute supplies and materials
  • Maintain basic inventory tracking to support smooth program operations

Email Communication & Correspondence:

  • Monitor the main office inbox and route messages appropriately
  • Respond to inquiries from staff, families, and external contacts in a professional, timely manner
  • Draft and proofread documents, notices, and communication templates

General Administrative Support:

  • Assist with spreadsheets, forms, and basic data entry
  • Support Regional Director and administrative team as needed
  • Help uphold organizational systems and administrative standards

Qualifications & Skills

  • Experience in administration, office support, or coordination preferred
  • Strong organizational and file management skills
  • Proficient with Google Workspace and/or Microsoft Office
  • Reliable communication skills, both written and verbal
  • Ability to work independently and manage tasks with minimal supervision
  • Experience in child care, education, or non-profit environments considered an asset

Additional Details

  • Hours may increase gradually based on organizational needs and performance
  • Training provided for internal systems and filing processes
  • This role may grow into more administrative duties throughout the year

How to Apply

Please submit your resume , professional references , and availability to:

Applications will remain open until the position is filled.

  • Administrative Assistant

    1 week ago

    Coquitlam, BC VB L, Canada Vancouver Career College Full time

    About UsVancouver Career College (VaCC) is a leading private institution in British Columbia, known for its practical, hands-on learning approach, VaCC ensures students gain the skills needed for today's job market. The college's experienced instructors bring real-world expertise to the classroom, enhancing the learning experience. VaCC provides robust...

  • Legal Administrative Assistant

    3 days ago

    Vancouver, BC VB L, Canada Northpoint Legal LLP Full time

    We are currently seeking a full-time Legal Administrative Assistant (Mandarin and Cantonese) with experience in family litigation to join our team.Duties and ResponsibilitiesMaintain digital files in accordance with firm policy and practiceLiaise with clients on file progress and accounts receivablesSchedule discovery and court datesMaintain calendars and...

  • Administrative Assistant

    1 week ago

    Kamloops, BC VB A, Canada Optima Living Full time

    Let us welcome you home to The Hamlets in Kamloops, BCOptima Living operates Independent Living, Assisted Living, Supportive Living, Long Term Care and Memory Care communities in Alberta and British Columbia. Our communities are among the best places to live in Western Canada. Our Vision: For every person to feel at home. This is truly supported by our...

  • Administrative Assistant

    1 week ago

    Vancouver, BC VB N, Canada WOOFMEOW LIFE INC. Full time

    About UsWOOFMEOW LIFE INC. is a Vancouver-based pet technology company founded in 2023. We work with international partners and suppliers and are building a fast-growing business in the pet wellness space.Position SummaryWe are seeking a reliable and detail-oriented Administrative Assistant to support day-to-day office operations and cross-team coordination....

  • Administrative Assistant

    15 hours ago

    Vancouver, BC VB W, Canada AMACON Full time

    About UsDriven by a passion for detail and a tradition of excellence in design and architecture, Amacon is recognized as one of Canada's most influential real estate development and construction firms. With five decades of development and construction expertise, a precise level of design and craftsmanship is evident in all the homes and commercial...

  • Front Desk Administrator

    2 weeks ago

    Vancouver, BC VB L, Canada BC Indigenous Housing Society Full time

    OVERVIEW:The Front Desk Administrator will play an integral role with a strong focus on providing administrative support in operations, ensuring data management, team, clerical support, communications, tenant relations are handled with professionalism and competence.The Front Desk Administrator is a strong multi-tasker with outstanding organizational skills...

  • Administrative Assistant

    4 days ago

    Victoria, British Columbia, Canada Victoria Garden Sprinkler Co Ltd Full time

    Company DescriptionVictoria Garden Sprinklers Co Ltd specializes in providing top-quality irrigation systems to ensure lush, green lawns for customers in the Victoria area. Our automatic sprinkler systems offer convenience and efficiency, helping homeowners maintain beautiful gardens effortlessly. Committed to exceptional service, we take pride in being a...

  • Administrative Assistant

    2 weeks ago

    Victoria, Canada Origen Air Systems Ltd. Full time

    We are looking for an Administrative Assistant for our growing startup. The Administrative Assistant should be able to work with our Director of Operations and CEO to assist with day-to-day administrative tasks. Your duties will include; scheduling, filing, and general administrative/office work. This position will be funded through the Digital Skills for...

  • Administrative Assistant

    5 days ago

    Victoria, Canada Bayshore HealthCare Full time

    The Administrative Assistant, under the direction of the immediate Supervisor, provides administrative support in various areas as needed, coordinates internal/external communication in addition to other office duties as requested. **DUTIES AND RESPONSIBILITIES** - Complete correspondence including letter writing and text editing. - Prepare reports and...

  • Administrative Assistant

    2 weeks ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit - University of Victoria -> Faculty of Science - Location - University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) - Posting Close Date - 21 January 2025 - Please note that positions will close at 4 p.m. on the closing date. - FTE - 0.5 - Salary Grade - $4,134.00 - $4,257.00 - Additional Posting Information: - N/A - Salary posted will...