Administrative Assistant

Job summary

The Administrative Assistant serves as the primary point of contact for the Training and Trades Centre, managing reception duties and providing administrative support to staff and visitors. They are responsible for maintaining office operations, managing correspondence, and assisting with departmental events and records management.

Job details

TERM FULL-TIME POSITION IN NORTN VANCOUVER CLOSES: Open Until Filled BE PART OF SOMETHING MEANINGFUL Are you an organized, welcoming, and service-oriented professional who enjoys supporting people and keeping operations running smoothly? Squamish Nation is seeking an Administrative Assistant to join the Sts'its'áp'new̓ as Employment and Future Skills Department. This role serves as the first point of contact for the Training and Trades Centre, providing reception and administrative support to students, community members, instructors, contractors, staff, and visitors. As a key member of the team, you will help create a professional, welcoming, and efficient environment while supporting programs and services that empower Squamish Nation members in achieving their training, employment, and career development goals. WHAT YOU’LL DO * Welcome and assist visitors, students, instructors, contractors, and staff in person, by phone, and through email correspondence. * Serve as the primary reception contact for the Training and Trades Centre, managing a multi-line switchboard and directing inquiries appropriately. * Provide accurate information regarding Employment and Future Skills programs, services, policies, and processes. * Prepare, format, proofread, and distribute correspondence, reports, memos, agendas, presentations, and meeting minutes. * Maintain organized physical and electronic filing systems to ensure the secure and efficient retrieval of information. * Coordinate appointments, meetings, and schedules while supporting daily office operations. * Monitor office supply inventories, anticipate operational needs, and coordinate purchasing and replenishment of supplies. * Ensure reception, shared workspaces, meeting rooms, and common areas remain organized and professional. * Process cheque requisitions and ensure supporting documentation complies with established policies and procedures. * Maintain accurate supplier and vendor records and assist with administrative tracking and reporting. * Liaise with clients, vendors, instructors, contractors, and internal departments to support program and operational needs. * Assist with departmental events, community engagement activities, and fundraising initiatives. WHAT WE’RE LOOKING FOR * High school diploma required; post-secondary education in Office Administration, Business Administration, Human Resources, or a related field is an asset. * Minimum two (2) years of recent experience in reception, office administration, customer service, or administrative support, with the ability to manage multiple priorities in a fast-paced environment * Intermediate proficiency with Microsoft Office applications, including Word, Excel, Outlook, Teams, and PowerPoint * Experience working with computerized databases, records management systems, or administrative software * Strong written and verbal communication skills * Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive information. * Proficiency in Microsoft Office (Word, Excel, Outlook, Teams, PowerPoint) and administrative systems/databases; strong communication skills; ability to maintain confidentiality and handle sensitive information with discretion. * Knowledge and understanding of Sḵwx̱wú7mesh Úxwumixw history, culture, customs, lands, and People. WHY WORK WITH US * Impactful Work – Be part of a team dedicated to serving the community through Na estétx̱ w sḵwálwen cht (Trust), Na estitkw sḵwálwen cht (Security), Na esḵw’úḵw’ulh sḵwálwen cht (Purpose) and Na eslhílhkw’is sḵwálwen cht (Belonging) * Professional Growth – We invest in our people with training, mentorship, and career development * Sḵwx̱wú7mesh Úxwumixw Values – Be part of an organization that values Úxwumixw (community/peoples), snew̓íyelh (guiding through teachings), wenáxws (respect) and inclusivity. As a dynamic community organization, we understand the importance of employing enthusiastic and talented people to work together. We know that our future strength and growth is very much dependent on our key resources – our people. With a variety of programs and services, we offer career paths that fit many areas of expertise, backgrounds, and interests. Along with competitive compensation and benefits, we foster an environment that values diversity through the respect and appreciation of each person for their individual attributes. Wage Rate: $24.80 - $30.25 hourly Candidates are typically offered compensation between the beginning to the midpoint of the range. We [https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=231d694d-cd50-4fb7-82a6-dd0773e68b38&ccId=9200976969580_2&lang=en_CA&selectedMenuKey=CareerCenter&jobId=525291]are committed to providing a fair and equitable package that reflects the value an individual brings to the organization. Benefits: We offer extended medical and dental, pension matching, supplementary savings, and a professional development budget. Join us in building a future rooted in culture, values, and community strength. Your work matters here. #Workwithpurpose

What you’ll do

The Administrative Assistant serves as the primary point of contact for the Training and Trades Centre, managing reception duties and providing administrative support to staff and visitors. They are responsible for maintaining office operations, managing correspondence, and assisting with departmental events and records management.

Requirements

Candidates must have a high school diploma and at least two years of recent experience in reception or office administration. Proficiency in Microsoft Office applications and the ability to handle sensitive information with discretion are required.

Benefits

• Extended medical • Dental • Pension matching • Supplementary savings • Professional development budget

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Inventory management · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Reception
• Administrative support
• Customer service
• Microsoft Office
• Records management
• Communication
• Confidentiality
• Data entry
• Scheduling
• Office administration
• Inventory management
• Proofreading
• Office Supply Management
• Administrative Support
• Office Administration
• Microsoft Word
• Microsoft Excel
• Business Administration
• Customer Service
• Fundraising
• Records Management
• Taking Meeting Minutes
• Memos
• Mentorship
• Microsoft Outlook
• Operations
• Microsoft PowerPoint
• Presentations
• Purchasing
• Verbal Communication Skills
• Switchboard Operator
• Filing
• Enthusiasm

Job areas

• Administrative
• Customer Service & Support
• Government & Public Sector
• Social Services
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive