Office Administrative Assistant (Administrative Assistant, Events)

About the Opportunity

This position is offered through the Canada Summer Jobs program and is a great opportunity for students or youth looking to gain hands-on experience in a professional, team-based environment.

You will support daily administrative operations by preparing and proofreading documents, managing correspondence, organizing mail, maintaining filing systems, and coordinating office supplies and records.

The role includes supporting the Events and Engagement team with calendar management, meeting logistics, agenda preparation, minute-taking, and follow-up action tracking. You will assist with coordinating internal and external meetings, travel arrangements, expense submissions, and vendor and procurement processes, while ensuring accurate and confidential handling of information.

In addition, you will contribute to maintaining SOPs, templates, SharePoint sites, and inventory tracking systems, as well as supporting communications with internal teams and external stakeholders. Occasional participation in events, committees, and meetings outside regular hours may be required.

This role offers valuable, practical experience for those interested in event coordination, or administrative careers.

As per Canada Summer Jobs program requirements, candidates must be:

• Between 15 and 30 years of age (inclusive) at start of employment


• A Canadian Citizen, permanent resident, or a person on whom refugee protection has been conferred under the Immigration and Refugee Protection Act


• Legally entitled to work according to BC legislation and regulation.


• International students are not eligible. Recent immigrants are eligible if they are Canadian Citizens or permanent residents.

Job Duties

• Prepare, key in, edit, and proofread correspondence, invoices, presentations, reports, and other materials from dictation and handwritten copy


• Receive, sort, and distribute incoming mail (physical and electronic) and coordinate information flow across departments and organizations


• Order office supplies and maintain inventory levels


• Answer telephone and electronic inquiries and direct calls or messages appropriately


• Set up and maintain manual and computerized filing and information systems


• Establish and maintain office procedures and workflows


• Record and prepare minutes of meetings and track action items


• Arrange travel schedules and make reservations


• Compile data, statistics, and other information to support reporting and research activities


• Oversee day-to-day administrative operations, including calendar and shared inbox management


• Coordinate internal and external meeting logistics, including booking facilities and preparing agendas and materials


• Facilitate virtual or telephone meetings and support follow-up actions


• Prepare, organize, and coordinate sensitive and confidential documents, reports, and spreadsheets


• Maintain electronic and manual filing systems, including SharePoint and document repositories


• Coordinate with Finance and Procurement for purchase orders and vendor payments


• Update and maintain standard operating procedures, templates, checklists, and forms


• Perform administrative tasks including printing, scanning, photocopying, labelling, and record maintenance


• Track and manage event supplies and inventory


• Support travel arrangements and expense report submissions for staff


• Participate in committees and working groups as required


• Support occasional events or meetings outside regular business hours, including travel if required


• Use and adapt to various technologies (e.g., Word, Excel, databases, and other software)


• Handle sensitive information with confidentiality


• Collaborate effectively in an office and team environment (experience considered an asset)

Education

• In pursue of or holding College diploma/University degree in related field