Administrative Assistant

PLEA Community Services is currently seeking a Temporary Part-Time Administrative Assistant - 3 for our Communications and Development team located in Vancouver, BC. This temporary contract is proposed to start as soon as possible, and end upon the return of the incumbent. This position requires BCGEU membership.

The Administrative Assistant handles a variety of administrative and clerical tasks in the office. The employee will prepare correspondence and reports, coordinate meetings and appointments, manage records and information, and respond to inquiries in writing and in person.

Hours of Work: The usual hours of work in this position are Monday to Friday from 9:30 AM to 2:30 PM, based on 22.5 working hours per week. Occasional evenings and weekends may be required to attend events.

Education/Experience Requirements:

• Grade 12, plus completion of a program up to one (1) year in business or office administration training.
• Three (3) years recent related experience.

Closing date for Internal Applications: Monday, November 17, 2025 at 4:30 PM. If the position is not filled internally, it will remain open until filled.

Who We Are:

PLEA is an accredited, charitable community services organization that has operated throughout BC for more than 40 years. We deliver community-based services and specialized supported homes to children, youth, adults and families facing significant challenges in their lives. We continually adapt our programs to suit each individual's diverse strengths, needs and circumstances. As a result, we have a strong reputation for helping those we serve to overcome the challenges they face and lead fulfilling lives.

What You Will Do:

• Screen and prioritize incoming correspondence and other materials for staff members.
• Track office or program expenditures by recording expenses and alerting the supervisor to budget overruns and unusual expenses. Take inventory, order and receive materials, supplies, and services. Maintain a variety of financial records such as petty cash fund, purchase orders and cheque requisitions.
• Collect, research, organize and summarize data from a variety of sources and produce reports; Perform analysis of reported information; Keep the supervisor informed of problem areas or emerging trends and brief them on any issues, concerns, matters and meetings.
• Maintain client and program information using spreadsheet and/or database software.
• Produce ad hoc reports from databases as required by the supervisor by identifying and organizing the required information, compiling data, designing format, and printing reports.
• Respond to outside inquiries about services offered by the organization.
• Communicate with stakeholders regarding their involvement in the programs.
• Orient, monitor, and provide work direction to volunteers and/or practicum students.
• Provide word processing, data input and typing support such as correspondence, meeting minutes, forms and letters; draft routine correspondence such as thank you letters, invitations to meetings and events, and internal memoranda.
• Assist in the coordinating and completion of projects.
• Ensure that the office, meeting room, kitchen and other areas are maintained in a clean and tidy manner.
• Arrange meetings, schedule appointments and make travel arrangements; book rooms for meetings. Prepare agendas and take minutes at meetings as required.
• Protect and uphold confidentiality.
• Perform other related duties as required.

What You Will Bring:

• Effective customer service skills.
• Effective oral and written communication skills, including the ability to communicate professionally with agency staff and the public.
• Effective attention to detail.
• Effective organization and time management skills, including the ability to manage competing priorities.
• Effective teamwork skills.
• Effective problem-solving skills.
• Demonstrated ability to work independently, take initiative, make sound decisions, and be held accountable for results.
• Demonstrated ability to be sensitive and understanding of individuals' social realities including issues of race, culture, religion, gender identity/expression, sexual orientation, poverty, and lifestyle.
• Knowledge of Microsoft Office suite and database systems.

PLEA Benefits and Perks:

• Eligibility to enroll in health/welfare benefits on the first day of the month following the completion of the probation period, including access to the annual physical activity fund (for fitness-related items or activities) and the annual education fund (to take part in career-related courses or training events).
• Access to the Employee and Family Assistance Program (EFAP): confidential and voluntary counselling support services and wellness resources for employees and their immediate family members.
• Discounted gym membership at Club 16 Trevor Linden and She's Fit.
• Perkopolis membership: an exclusive discount program for a variety of products and services (clothes, furniture, dining, auto, events, etc.)
• Agency-Sponsored Social Events (i.e., summer barbecue, annual holiday party, and team days).

PLEA offers the Municipal Pension Plan to eligible employees as per the plan's criteria.

Minimum Requirements:

• Satisfactory Criminal Record Clearance.
• Must possess a valid Basic First Aid certificate (formerly OFA Level 1) or be willing to obtain one prior to hire.
• Must have access to a personal vehicle for work-related travel. This position requires travel in the Lower Mainland and the Fraser Valley.
• Must possess and maintain a valid Class 5 or 7N B.C. Driver's License and suitable driver's abstract/claims history.
• Documentation that the applicant is legally authorized to work on an ongoing basis in Canada.

Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.