Office Administrator

Nch’ḵay̓ Development Corporation•West Vancouver, BC

About The Position

This role is responsible for providing comprehensive administrative support to Directors and team members, ensuring smooth day-to-day operations. Key responsibilities include calendar and meeting management, event and travel coordination, document and records management, finance and procurement support, and general administrative and team support. The position requires a high degree of organization, professionalism, and attention to detail.

Requirements

2+ years of experience in an administrative, executive assistant, or office coordinator role.
Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
Strong written and verbal communication skills with a high degree of professionalism.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and digital collaboration tools.
Proven ability to handle sensitive and confidential information with the utmost discretion.
Meticulous attention to detail and a commitment to accuracy in all work product.

Nice To Haves

Experience supporting senior leadership or Directors in a corporate environment.
Familiarity with economic development or a professional services setting.
Experience with vendor management, invoice processing, or basic financial administration.
Demonstrated ability to work both independently and collaboratively within a team environment.
A proactive mindset — you don't wait to be asked, you anticipate what's needed.

Responsibilities

Coordinate calendars and manage scheduling for Directors and Team members, ensuring no detail is missed.
Book meeting rooms and manage all logistics for internal and external meetings.
Prepare, track, and maintain meeting agendas, action items, and supporting materials.
Arrange catering, refreshments, and room set-ups for meetings, workshops, and team events.
Assist with preparing comprehensive meeting packages, briefing notes, and background materials for leadership.
Track upcoming events, manage registrations, and purchase tickets for conferences, industry events, and team functions.
Support coordination of team events, off-site meetings, and staff gatherings from concept to completion.
Help coordinate travel arrangements, detailed itineraries, and related logistics for Directors and team members.
Proofread, format, and finalize documents, presentations, reports, and correspondence to the highest standard of accuracy and professionalism.
Maintain well-organized digital files, records, and shared documents for easy team access and reference.
Assist the Corporate Secretary with document preparation, invoices, and obtaining required signatures.
Ensure communications, documents, and meeting materials are prepared in a timely and polished manner.
Provide support with expense submissions, reconciliation, and related administrative follow-up.
Process invoices as requested and set up new vendors as needed.
Provide general administrative support to Directors & Team Members to ensure smooth day-to-day operations.
Track deadlines, follow-ups, and key administrative deliverables to keep the team organized and on schedule.
Liaise with internal teams and external contacts to coordinate meetings, information, and logistics.
Support departmental administrative overflow and assist with onboarding for new team members.
Anticipate team needs and proactively offer solutions, problem-solving support, and coordination assistance.