About the role
OFFICE ADMINISTRATOR (Temporary)
Big Brothers of Greater Vancouver’s (BBGV) mission is to enhance children’s social and emotional development by delivering and advocating for the highest quality, prevention-based mentoring programs.
Reporting to the Executive Director, the Office Administrator will play a key administrative role within the organization. This role is responsible for various IT, equipment, and supply needs of head office and one satellite office, as well as supporting three Board of Directors. The Office Administrator works collaboratively across departments to ensure that staff members have the tools they need to effectively fulfill their roles.
This role is a 13-month temporary position covering a parental leave between approximately December 2025 and January 2027. The role would ideally start on a part-time basis in December transitioning to full-time in January 2026.
WE KNOW YOU ARE EXPECTING NOTHING LESS THAN
· A work environment where you can get behind a great purpose
· Rewarding work where you will be challenged and can grow
· A place that values hard work, commitment and FUN!
A SNEAK PEEK AT THE GREAT THINGS YOU’LL BE DOING
Administrative Support
o Receptionist duties include coordinating all incoming and outgoing mail/courier packages, greeting stakeholders, and directing donation drop-offs
o Manage and order office and kitchen supplies
o Plan and coordinate internal and external meetings, including invitations, agendas, materials, meeting rooms, technical requirements, catering etc.
o Coordinate annual insurance renewal and maintain filing of insurance policies
o Maintain corporate records, liaising with our lawyers as necessary
o Recommend and implement enhancements to current procedures that will improve operational effectiveness
o Assist Accounting team with reviewing office related invoices for coding
Building Maintenance
o Act as building management liaison
o Ensure that all emergency and regular maintenance is done in a timely manner
o Oversee the maintenance of common areas of the office (kitchen, meeting rooms etc.) and assist with trouble-shooting day-to-day building issues with the Strata
o Manage and coordinate office space utilization
o Maintain access control over secured areas
IT Support
o Liaise with external IT consultants
o Participate and coordinate cybersecurity best practices
o Assist all staff with any IT issues with IT service provider’s assistance
Board Support
o Liaise with the Board of Directors as directed by the Executive Director
o Take minutes during meetings, including typing, proofreading and distributing a wide variety of complex and confidential reports, letters, memos, and presentations; manage action items and follow-ups.
o Managing meeting timelines including scheduling and re-scheduling meetings.
Staff Support
o New employees: support the onboarding of new staff by setting up physical workstation, server access, emails etc. Provide office orientation as part of the onboarding process.
o Terminated employees: support the termination of existing staff by removing access to the office and server and ensuring all equipment is returned.
o Maintain and update the Office Manual (BBOOM), Office Administrator Reference Guide, phone and contact lists, tracking lists for office equipment and BBGV property as necessary.
o Assist staff with any office related questions.
SKILLS REQUIRED
· Strong Microsoft Office skills
· Strong Computer or IT support knowledge
· Strong attention to detail and accuracy
· Excellent verbal and written communication skills
· High degree of initiative and excellent time management skills
· Self-motivated, results oriented and ability to work with minimal supervision
EDUCATION, TRAINING, EXPERIENCE
· Diploma or certificate for Administrative Assistant or Office Administration or similar post-secondary education coupled with 3+ years of relevant experience
· Previous experience supporting a Board including meeting coordination and minute-taking is highly preferred
· Experience working in a not-for-profit organization is an asset
COMPENSATION & WORK ARRANGMENT
· Remuneration: $29 per hour paid bi-weekly based on 35-hour workweek (5 days) (full-time equivalent $52,780)
· This position is on-site, Monday to Friday, at our office conveniently located at Suite 300, 5118 Joyce Street in Vancouver only steps away from sky train and buses.
Big Brothers of Greater Vancouver Foundation is an equal opportunity employer, and we look forward to receiving the applications of all qualified applicants. Thank you!
If you are interested in this position, please apply online. VineHR is supporting BBGVF with the recruitment for this position.
About VineHR
Based on Vancouver’s North Shore, VineHR Ltd. is a boutique firm supporting growing organizations with personalized recruitment services. With several years in the industry and a customized approach, our vision is to build long-lasting relationships with organizations to become their true "extended" people and culture ambassador.
About VineHR Ltd.
We provide personalized HR Solutions for growing organizations!
Vine HR is a boutique HR Consulting company based on Vancouver's North Shore.
We aim to provide customized HR consulting solutions for companies looking to take the next step in the development of their people strategy.
We offer a range of services from across the HR spectrum so get in contact with us and let see if its your time for Vine!
About the role
OFFICE ADMINISTRATOR (Temporary)
Big Brothers of Greater Vancouver’s (BBGV) mission is to enhance children’s social and emotional development by delivering and advocating for the highest quality, prevention-based mentoring programs.
Reporting to the Executive Director, the Office Administrator will play a key administrative role within the organization. This role is responsible for various IT, equipment, and supply needs of head office and one satellite office, as well as supporting three Board of Directors. The Office Administrator works collaboratively across departments to ensure that staff members have the tools they need to effectively fulfill their roles.
This role is a 13-month temporary position covering a parental leave between approximately December 2025 and January 2027. The role would ideally start on a part-time basis in December transitioning to full-time in January 2026.
WE KNOW YOU ARE EXPECTING NOTHING LESS THAN
· A work environment where you can get behind a great purpose
· Rewarding work where you will be challenged and can grow
· A place that values hard work, commitment and FUN!
A SNEAK PEEK AT THE GREAT THINGS YOU’LL BE DOING
Administrative Support
o Receptionist duties include coordinating all incoming and outgoing mail/courier packages, greeting stakeholders, and directing donation drop-offs
o Manage and order office and kitchen supplies
o Plan and coordinate internal and external meetings, including invitations, agendas, materials, meeting rooms, technical requirements, catering etc.
o Coordinate annual insurance renewal and maintain filing of insurance policies
o Maintain corporate records, liaising with our lawyers as necessary
o Recommend and implement enhancements to current procedures that will improve operational effectiveness
o Assist Accounting team with reviewing office related invoices for coding
Building Maintenance
o Act as building management liaison
o Ensure that all emergency and regular maintenance is done in a timely manner
o Oversee the maintenance of common areas of the office (kitchen, meeting rooms etc.) and assist with trouble-shooting day-to-day building issues with the Strata
o Manage and coordinate office space utilization
o Maintain access control over secured areas
IT Support
o Liaise with external IT consultants
o Participate and coordinate cybersecurity best practices
o Assist all staff with any IT issues with IT service provider’s assistance
Board Support
o Liaise with the Board of Directors as directed by the Executive Director
o Take minutes during meetings, including typing, proofreading and distributing a wide variety of complex and confidential reports, letters, memos, and presentations; manage action items and follow-ups.
o Managing meeting timelines including scheduling and re-scheduling meetings.
Staff Support
o New employees: support the onboarding of new staff by setting up physical workstation, server access, emails etc. Provide office orientation as part of the onboarding process.
o Terminated employees: support the termination of existing staff by removing access to the office and server and ensuring all equipment is returned.
o Maintain and update the Office Manual (BBOOM), Office Administrator Reference Guide, phone and contact lists, tracking lists for office equipment and BBGV property as necessary.
o Assist staff with any office related questions.
SKILLS REQUIRED
· Strong Microsoft Office skills
· Strong Computer or IT support knowledge
· Strong attention to detail and accuracy
· Excellent verbal and written communication skills
· High degree of initiative and excellent time management skills
· Self-motivated, results oriented and ability to work with minimal supervision
EDUCATION, TRAINING, EXPERIENCE
· Diploma or certificate for Administrative Assistant or Office Administration or similar post-secondary education coupled with 3+ years of relevant experience
· Previous experience supporting a Board including meeting coordination and minute-taking is highly preferred
· Experience working in a not-for-profit organization is an asset
COMPENSATION & WORK ARRANGMENT
· Remuneration: $29 per hour paid bi-weekly based on 35-hour workweek (5 days) (full-time equivalent $52,780)
· This position is on-site, Monday to Friday, at our office conveniently located at Suite 300, 5118 Joyce Street in Vancouver only steps away from sky train and buses.
Big Brothers of Greater Vancouver Foundation is an equal opportunity employer, and we look forward to receiving the applications of all qualified applicants. Thank you!
If you are interested in this position, please apply online. VineHR is supporting BBGVF with the recruitment for this position.
About VineHR
Based on Vancouver’s North Shore, VineHR Ltd. is a boutique firm supporting growing organizations with personalized recruitment services. With several years in the industry and a customized approach, our vision is to build long-lasting relationships with organizations to become their true "extended" people and culture ambassador.
About VineHR Ltd.
We provide personalized HR Solutions for growing organizations!
Vine HR is a boutique HR Consulting company based on Vancouver's North Shore.
We aim to provide customized HR consulting solutions for companies looking to take the next step in the development of their people strategy.
We offer a range of services from across the HR spectrum so get in contact with us and let see if its your time for Vine!