About the Opportunity

Our Courtenay office is looking to add an enthusiastic Document Design Administrator to provide support to our team and our partner Organization, Urban Matters CCC (a subsidiary of Urban Systems). As an interdisciplinary consulting firm, we deliver work for a wide range of audiences on diverse subjects and issues – all in service of our higher calling of 'spirit' in service for vibrant communities. In this role, you will help to ensure that we are seen as an organization that takes its work seriously from inception to completion, with a professional and creative approach.

Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to:

• Document Design and Production – Drafting documents with minimal instruction and using a variety of software, including Microsoft Office, to create engaging and accurate reports, proposals, and presentations. Using a critical eye to review documents for grammatical and spelling errors.

• Project Administration – Be proactive in supporting the coordination of projects throughout all phases from initiation to completion. This includes tracking project budgets, schedules, drafting documents and project deliverables, coordinating meetings and engagement logistics, project correspondence, record organization, and ensuring a high level of accuracy.

• Community Engagement Coordination and Administration – Provide logistical and planning support for community engagements to ensure they run smoothly, and facilitators have what they need. Duties may include logistical support before and after events like organizing materials, bookings, and invitations; event support such as set up and take down, hosting duties, and event management, or data collection support such as note taking, entering data, or summarizing findings.

• Team Support – Working collaboratively to support the continued growth and evolution of our business by providing support as needed. Duties may include administering billings, supporting internal and external communications, and organizing team events.

• Graphic Design – Create visually appealing documents and supporting graphics using a variety of design software such as Microsoft Office and Adobe Creative Suite, in alignment with Urban Systems, Urban Matters, and client brand standards.

About You

Our ideal candidate has a minimum of 6 months of related experience in document production, business administration, coordination, project assistance, or other relevant disciplines. This candidate should embody integrity, be a positive team player, and contribute meaningfully to our collective success.

The core skills that will ensure success in this role include:

• You are a Microsoft Word Wizard – You have experience with Microsoft Office and exhibit proficiency in creating, organizing, and presenting clear, accurate, and professionally formatted documents for various purposes.

• You are adaptable and flexible– You maintain accuracy, a positive attitude, and an open mind in the event of changes in business needs, conditions, or work responsibilities.

• You have a design eye – you can utilize graphic design skills and software to enhance the visual appeal and effectiveness of documents and presentations.

• You are an excellent communicator – You have strong communication, both verbal and written, and can convey information to a wide array of audiences.

• You are accountable and dependable– You enjoy meeting the needs of both the team and clients. You take personal responsibility for the quality and timeliness of work and achieve results, anticipate the impacts of the actions and the needs of others.

• You are curious– You respond well to change with a positive attitude. You approach issues and obstacles with an open mind and can discover creative solutions to problems as they arise.

• You have a commitment to continuous improvement – You are keen to find ways to develop your skills and abilities, whether it is through training and support, or self led initiatives, you are constantly looking for ways to grow.

An interest or exposure to the following would be seen as beneficial:

Inclusive Practices – We are looking for people who are interested or bring skills in inclusive practices. Some of the specific ways you may be able to contribute are:

• Accessible document design and production.
• Accessible and inclusive engagement planning.
• Trauma-informed engagement support.
• Being able to read, write, or interpret a language other than English.

Building Vibrant Communities – We're trying to make the world a better place. We encourage people who want to use their skills in document design, administration, and team to make a difference in projects that relate to systems change. This could include knowledge or an interest in:

• Justice, Equity, Diversity, and Inclusion (JEDI).

• Community social development.

• Community planning and infrastructure.

• Parks and active transportation.

• Determinants of Health.

• Working with people with lived and living experience of marginalization, substance use, mental health, and other conditions.

About Us

Urban Systems is a Canadian employee-owned interdisciplinary community consulting firm. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever. At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 800 people with 18 offices across Canada. Every day, our purpose-driven team works closely with our clients and their communities to deliver impactful work. We are proud to work with diverse clients, including Indigenous communities, all levels of government, commercial and residential land developers, and the natural resource sector. We care for our communities and for our people. We're searching for the creative and passionate and the curious and courageous to join us in creating meaningful and generational change in communities.

Urban Matters

Urban Matters CCC, a subsidiary of Urban Systems, was established in 2014 as a Community Contribution Company to co-create better outcomes alongside communities who face complex social problems such as homelessness, mental health and addictions, and affordable housing. Being the change agent of systemic problems does not mean working towards a finish line - it means supporting the everchanging, complex shifting environments in our society by co-creating improved outcomes for those in the system.

The Office

The Courtenay Office is located in the Comox Valley on the eastern shore of Vancouver Island, north of Nanaimo. We are an office of 20 and a team that thrives on values such as trust, freedom, accountability, fun, and professionalism. We pride ourselves on being diligent, purposeful, inclusive, and empowered. These values guide us to serve our diverse client base. We are passionate about our work and deeply committed to being an integral part of the Comox Valley Community.

Our Commitment to You

Are you looking for opportunities to participate in challenging projects and work with multiple teams? Join a diverse and supportive group of professionals at Urban Systems and take part in impactful work building vibrant communities across Canada. Here's what you can expect as a team member at Urban Systems:

• Competitive Compensation and Benefits. You'll receive competitive compensation, extended health, dental, vision care coverage, and more. This position will have a salary range of $60,000.00**- $70,000.00** per year based on a 40-hour work week. The range is negotiable based on your skillset and experience.

• Paid Time Off. We encourage all team members to take time off to recharge. Enjoy 3 weeks of paid vacation to start, in addition to statutory days off throughout the year.

• Learn and Grow. Your professional growth & development is supported here. You are encouraged to take initiative in shaping your career. We provide ongoing coaching, internal training programs, and technical courses, designed to guide you as you navigate both Urban and your broader career path.

• Diverse and Inclusive Working Environment. We look for the value in you and want to bring out the best in our people. We welcome applications from people with diverse backgrounds and life experiences. Our team offers a variety of supports to ensure you have a positive experience. One of the ways we do this is by supporting our team members to develop internal communities of practice specific to various lived experiences, such as being part of the LGBTQ2S+ community, a person with a disability, or Indigenous team members, to create a culture of care where you can thrive. These communities of practice offer personal support and encouragement as you grow, as well as working to ensure that the company is consistently working to be a safe and welcoming space.

• Work with Interdisciplinary Teams. Amazing things happen when you mix creativity, curiosity, teamwork, and a strong desire to collaborate and innovate. You will be part of diverse, interdisciplinary teams to deliver important projects for our clients and their communities.

• Flexible Hours & Work Environment. You have a life outside of work. While this role is primarily office-based and during office hours (approximately 8am-5pm Monday to Friday), we strive to offer flexibility to help you do your best work and meet your commitments.

• Saving for the Future. To help you achieve your long-term retirement goals, we offer a Long-Term Matching Program that matches your contributions (up to 5%) to an RRSP or TFSA.

• Support through Transitions. You will be supported through life's moments and transitions, big or small, including top-up for parental leave for both biological and adoptive parents.

• Create Lasting Community Impact. 98% of Urban Systems employees believe that the work we do is important. Join a team of like-minded leaders and work together to bring impactful community projects to life!

How to Apply

If this describes your background, skills, and attributes, please visit our website for more information and submit your resume and cover letter. If it doesn't describe you exactly, but you feel you are well suited to this opportunity, we encourage you to apply.

Deadline for applications: Tuesday, September 9, 2025, at 9:00 am PDT

All resumes are reviewed by someone on our recruitment team. If you have individual needs or requirements and request assistance throughout the application process, please get in touch with our recruitment team by email at recruiting@urbansystems.ca so we can better support you.

Urban Systems is an equal-opportunity employer. We strive to create an inclusive culture for all employees. Our clients come from all walks of life and so do you. We are looking for candidates with their own unique talents. If you don't meet 100% of the preferred skills outlined in this job posting, tell us why you'd be a great fit for Urban Systems in your cover letter!