Administrative Assistant (Full-Time)

Hogan's Alley Society•Vancouver, BC

14d•CA$58,000 - CA$61,000

About The Position

Reporting to the Director, Finance and Operations, the Administrative Assistant plays a central role in supporting the organization’s day-to-day administrative (including HR administration), coordination, and operational activities. The Administrative Assistant provides scheduling, meeting, documentation, communication, and workflow support across teams, while assisting with office management, basic financial administration, and internal coordination across program areas. This role contributes to the smooth functioning of organizational processes and supports staff by ensuring administrative systems are organized, timely, and aligned with HAS values and priorities. As this is a newly established position, the scope of responsibilities will evolve over time in response to organizational needs, requiring flexibility, adaptability, and a willingness to take on new and varied tasks as the role develops. You are highly organized and detail-oriented, with the ability to manage multiple priorities in a growing, fast-paced work environment. You are efficient at managing and transitioning between multiple tasks. You are flexible and adaptable, bringing a proactive and resourceful approach to problem-solving and day-to-day tasks. As a collaborative and supportive team member, you work well with others while also demonstrating the ability to work independently and take initiative. You are committed to the mission, vision, values, and philosophy of Hogan’s Alley Society, and you approach your work with professionalism, discretion, and respect for confidentiality, diversity, and inclusive practices.

Requirements

Minimum five (5) years of experience in an administrative, coordinator, or support role, or an equivalent combination of education and experience.
Must complete an acceptable Criminal Record Check.

Nice To Haves

Previous experience in Human Resources would be considered an asset.
Post-secondary education in administration, office management, human resources, or a related field is an asset.
Lived experience and/or connections to and within diverse Black communities is an asset. HAS strives to hire staff who reflect the community we serve.

Responsibilities

Provide administrative support across recruitment, onboarding, offboarding, employee record maintenance, and HR documentation.
Support recruitment activities, including posting opportunities, coordinating interviews, communicating with candidates, and supporting a positive candidate experience.
Coordinate onboarding and offboarding processes, including required forms, checklists, account setup, systems access, and follow-up.
Track and maintain HR compliance items, including work permits, vulnerable sector checks, training requirements, benefits updates, and other employee documentation.
Prepare routine HR reports and support WorkSafe BC incident submissions as required.
Support day-to-day office administration, including mail, shared inboxes, routine correspondence, office supplies, equipment inventory, and general office coordination.
Monitor shared inboxes, flag priority items, and follow up on outstanding requests, approvals, or documentation.
Coordinate events and provide general administrative support to staff and leadership as needed.
Support basic financial administration, including cheque deposits, invoice tracking, expense documentation, reimbursements, and approval packages.
Assist with procurement, service coordination, and follow-up on payment or documentation requirements.
Maintain accurate data in trackers, contact lists, spreadsheets, databases, reports, and internal systems.
Track grant, program, and operational deadlines and flag follow-up items.
Organize and maintain shared digital files, including file naming, uploading, archiving, version control, and document clean-up.
Format, proofread, and maintain consistency across documents, presentations, templates, and other materials.
Coordinate meetings, events, walking tours, calendars, and scheduling across multiple stakeholders.
Book meeting rooms, travel, and virtual meeting links; send invitations, confirmations, reminders, and updates.
Prepare and distribute agendas, take minutes for select meetings, track action items, and send follow-up communications.