Position Title: Administrative Assistant
Status: Excluded, Permanent, Full-Time
Reports to: Executive Assistant

Pay Grid: $47,132.80 - $ 55,702.44

Active Care Youth and Adult Services:

Active Care Youth and Adult Services (ACYAS) is a progressive, innovative organization operating residential resources for youth, and adults in British Columbia. It is our mandate to provide innovative, trauma-informed support services of exceptional quality and to do so in the context of a home environment.

Job Summary:

As the Administrative Assistant, you will be responsible for providing administration support to all departments as assigned, ensuring efficient operation of the office. You will be responsible for handling confidential and time sensitive material with competing priorities. This position requires flexibility and responsiveness with a willingness to meet challenges directly, using critical thinking and critical thinking skills to achieve positive results.

Qualifications:

• Administrative certificate and/or a relevant college diploma
• Familiarization with the Social Services Sector is an asset
• Minimum 2 years of administrative experience
• Class 5 Drivers License with Clean Drivers Abstract
• Or an equivalent combination of education, training, and experience
• Familiarization with Maintenance, Construction or Development is an asset Skills and Abilities:
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint)
• Manage sensitive and confidential information with discretion and professionalism
• Strong attention to detail and accuracy
• Ability to work productively on independently work
• Flexibility and adaptability to changing priorities and deadlines
• Thrive in a fast past environment
• Professional demeanor and strong people skills

Key Duties:

• Calendar maintenance for senior leaders, including resolving conflicts, scheduling meetings, taking meeting minutes, creating agendas, and checking voice mail to forward messages to the appropriate person.
• Place weekly inventory orders to Staples and other suppliers.
• Assist in preparing reports, presentations, and other business documents, inclusive of credit card reconciliation for COO, ED and Directors.
• Reviewing and proofread materials to ensure accuracy and professionalism.
• Support organization of company events, conferences, and team-building activities.
• Check all communal areas in the ACYAS offices for cleanliness, restocking supplies.
• Audit and monitor project/systems progress, deadlines, and deliverables, ensuring that the organization is complying with WSBC, CARF, and Funder's standards.
• Provide coverage for the Executive Assistant during periods of absence.
• Assist Facilities Director with fleet management.
• Assist Human Resources with maintaining employee files and organizing and tracking documents on internal company systems as requested.
• Function as a point of contact between the Executive Team and internal/external stakeholders.
• Keep abreast of industry news, trends, and developments.
• Support the tracking of vehicle locations and performance using GPS and fleet

management software.

• Maintain accurate records of registrations, insurance, and compliance documentation for all fleet assets.
• Assist in assigning vehicles to staff and monitoring adherence to maintenance policies.
• Respond to driver concerns or incidents and ensure proper reporting and follow-up.
• Track progress and ensure project milestones are met on time.
• Schedule and facilitate meetings, taking minutes and following up on action items.
• Help coordinate the allocation of resources (personnel, equipment, budget).
• Monitor resource usage and flag any issues or shortages.
• Assist with tracking project budgets and expenditures.
• Other duties as assigned.

Training:

You will participate in a comprehensive 11-day training program, followed by shadow shifts with your peers designed to fully prepare you to support youth and adults and employees in a safe, effective, and productive environment. Throughout your tenure, you'll have opportunities for internal growth, advancement, and continued professional development through additional training and education offered internally and by third-party providers.

Comprehensive Benefits Package – Effective Day One

• 100% employer-paid health and dental coverage
• Robust support for employee and Family wellness through Sparrow

Best in Class Pension Plan (2025 MPP) – Effective Day One

• Employee contribution: 8.6%
• Employer contribution: 9.31%

Our Total Compensation Packages also include

• 4 weeks (20 days) vacation
• 12 paid sick days ****In recognition of responsible use, any unused sick days at year-end will be paid out at 50%.
• 4 paid personal days ****In recognition of responsible use, any unused personal days at year-end will be paid out at 50%