Administrative Assistant (Full-Time)

Scope of Role

Reporting to the Director Finance and Operations the Administrative Assistant plays a central role in supporting the organizations day-to-day administrative (including HR administration) coordination and operational activities. The Administrative Assistant provides scheduling meeting documentation communication and workflow support across teams while assisting with office management basic financial administration and internal coordination across program areas. This role contributes to the smooth functioning of organizational processes and supports staff by ensuring administrative systems are organized timely and aligned with HAS values and priorities. As this is a newly established position the scope of responsibilities will evolve over time in response to organizational needs requiring flexibility adaptability and a willingness to take on new and varied tasks as the role develops.

About You

You are highly organized and detail-oriented with the ability to manage multiple priorities in agrowing areefficient at managing and transitioning between multiple are flexible and adaptable bringing a proactive and resourceful approach to problem-solving and day-to-day tasks. As a collaborative and supportive team member you work well with others while alsodemonstratingthe ability to work independently and take initiative. You are committed to the mission vision values and philosophy of Hogans Alley Society and you approach your work with professionalism discretion and respect for confidentiality diversity and inclusive practices.

Primary Responsibilities

Human Resources Administrative Support

• Provide administrative support across recruitment onboarding offboarding employee record maintenance and HR documentation.
• Support recruitment activities including posting opportunities coordinating interviews communicating with candidates and supporting a positive candidate experience.
• Coordinate onboarding and offboarding processes including required forms checklists account setup systems access and follow-up.
• Track and maintain HR compliance items including work permits vulnerable sector checks training requirements benefits updates and other employee documentation.
• Prepare routine HR reports and support WorkSafe BC incident submissions as required.

Office & Administrative Operations

• Support day-to-day office administration including mail shared inboxes routine correspondence office supplies equipment inventory and general office coordination.
• Monitor shared inboxes flag priority items and follow up on outstanding requests approvals or documentation.
• Coordinate events and provide general administrative support to staff and leadership as needed.

Financial & Operational Administrative Support

• Support basic financial administration including cheque deposits invoice tracking expense documentation reimbursements and approval packages.
• Assist with procurement service coordination and follow-up on payment or documentation requirements.

Data Document & File Management

• Maintain accurate data in trackers contact lists spreadsheets databases reports and internal systems.
• Track grant program and operational deadlines and flag follow-up items.
• Organize and maintain shared digital files including file naming uploading archiving version control and document clean-up.
• Format proofread and maintain consistency across documents presentations templates and other materials.

Scheduling Coordination & Meeting Support

• Coordinate meetings events walking tours calendars and scheduling across multiple stakeholders.
• Book meeting rooms travel and virtual meeting links; send invitations confirmations reminders and updates.
• Prepare and distribute agendas take minutes for select meetings track action items and send follow-up communications.

Qualifications

• Minimum five (5) years of experience in an administrative coordinator or support role or an equivalent combination of education and experience.
• Previous experience in Human Resources would be considered an asset.
• Post-secondary education in administration office management human resources or a related field is an asset.
• Strong proficiency and experience with Microsoft Office Suite and SharePoint as well as CRM platforms and other database systems.
• Demonstrated ability to quickly learn and adapt to new software and technology systems.
• Lived experience and/or connections to and within diverse Black communities is an asset. HAS strives to hire staff who reflect the community we serve.
• Must complete an acceptable Criminal Record Check.

We thank all applicants for their submissions. Please note that only those shortlisted for interviews will be contacted.

HAS is committed to developing an organization that reflects the communities we serve. We actively encourage applications from members of groups with historical and/or current barriers to equity. We offer reasonable accommodation in our recruitment process and seek applicants advice on how best to accommodate their needs. If you require accommodation during the hiring process please contact .

Required Experience:

Junior IC