Make a Difference with the Society of Saint Vincent de Paul Vancouver Island!

Are you someone who thrives on variety and enjoys keeping things running smoothly behind the scenes? We’re looking for an Office Administrator to join our team—a key role that blends administrative excellence with meaningful support for our fundraising efforts.

This position is ideal for a highly organized, detail-oriented individual who enjoys juggling a range of responsibilities. From reception to managing day-to-day office operations and supporting senior leadership to assisting with donor communications and processing contributions.

You’ll play a central role in ensuring the efficiency of our internal systems while also contributing to the success of our fundraising and donor stewardship activities. If you’re a proactive problem-solver who values mission-driven work and thrives in a collaborative, fast-paced environment, we’d love to hear from you.

Society of Saint Vincent de Paul offers:

• Competitive salary reviewed annually

• Group Insurance, including a medical and dental benefit plan

• Pension plan

• Support for continuing professional development

• Paid time-off and 14 stats including Easter Monday, Christmas Eve, and Boxing Day

• A socially responsible and inclusive culture in a successful community enterprise

Highlights:

Administration:

• Oversee and support all daily office operations, ensuring cleanliness, organization, and workflow.

• Provide reception and administrative assistance including calendar management, correspondence, mail/email distribution, and recordkeeping. Coordinate IT needs such as inventory, computer setup, login management, and liaising with the external IT provider.

• Drafts and edits correspondence and documents including emails, letters, memos, and forms.

• Coordinate the processing of Criminal Record Checks for employees and volunteers

• Manage inventory of office and kitchen supplies including sending supplies to various locations and programs as required.

• Schedule travel and training for staff and Board members..

• Arrange and support in-person and virtual meetings, including preparing materials and taking minutes for Board, committee, and staff meetings Assist senior management and the Society with related projects as required

Fundraising & Community Support:

• Act as point person for donors responding to inquiries, issuing receipts, and providing support.

• Actively stewarding donors through thank-you calls, follow-ups, and event support.

• Notify leadership of significant donations and coordinate appropriate acknowledgments.

• Support Society communications by updating the website, posting to social media, and assisting with email campaigns and newsletters

• Track and report on digital engagement metrics to inform outreach strategies.

Our ideal Administrative Assistant will bring the following:

• Post secondary certificate or diploma in office or business administration, marketing or an equivalent combination of education, training and experience

• A minimum of 2 years of recent related administrative experience in a professional office environment is required, and experience supporting a Board of Directors, IT coordination, database management,

• Demonstrated proficiency in MS Teams, especially Word, Excel, and, Sharepoint

• Experience working for or volunteering with a non-profit organization.

These Skills and Abilities will help you thrive:

• Strong service orientation, excellent interpersonal and communication skills, both written and verbal.

• High level of organizational skills, attention to detail and problem-solving skills with the ability to prioritize a multitude of tasks

• Understanding of the importance of confidentiality and the privacy and protection of personal information

• Ability to be self-motivated and able to work independently with minimum supervision

• Ability to promote the works of the Society in a positive and beneficial manner

• Event planning and experience with fundraising software an asset

Additional Requirements

• A criminal record check including a Ministry of Justice Vulnerable Sector Clearance Letter is required prior to hiring.

About Society of Saint Vincent de Paul:

The Society of Saint Vincent de Paul of Vancouver Island has been supporting people in need on Vancouver Island since 1916. Focused on impacting the lives of people affected by poverty, the Society offers emergency relief services while maintaining a focus and commitment to addressing the root causes that contribute to poverty in our communities. Through a variety of programs, the Society provides support through affordable housing, a food pantry, home visit program, day program for persons with developmental disabilities and thrift stores providing clothing and household items to those in need, to name a few.

We are committed to cultivating an inclusive, fair, equitable and diverse culture and look forward to welcoming applicants with their unique strengths to our team.