Administrative Assistant

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 problem-solving 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

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-paced 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 as necessary.
• Audit and monitor project/systems progress, deadlines, and deliverables, ensuring that the organization is complying with WSBC, CARF, and Funder's standards.
• Assist Facilities Director with Fleet management as requested.
• Assist Human Resources with HUB/SRAT and CRC clearances, 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.
• Provide job duties coverage for the Executive Assistant during periods of absence.
• Other duties as assigned.