The Indigenous App

Office Administrative Assistant

Company Name: The Firelight Group

Location: Vancouver, BC; Victoria, BC; Edmonton, AB; Toronto, ON; or remote

Position title: Office/Administrative Assistant
Location: Vancouver, BC; Victoria, BC; Edmonton, AB; Toronto, ON; or remote
Reports to: Operations Manager
Salary: $48,000 - $55,000 depending on experience
Position start date: January 2022

Background:
The Firelight Group is a dynamic, socially responsible business providing community-based research and consulting services across Canada for the last decade. We have a growing team of approximately 80 professionals and offices in Victoria, Vancouver, Edmonton, Toronto, as well as a head office located on Squamish Territory in West Vancouver. The successful candidate will work alongside other professionals in a fast-paced, exciting, and professional work environment.

Firelight is committed to respecting diversity within our workforce and specifically to increasing the number of Indigenous employees within our organization. As a result, we encourage all Indigenous applicants to self-identify in our recruitment and staffing processes and preference may be given to these applicants.

Position Details:
Firelight is growing and with a return to the office for many employees we are looking for an organized, dynamic team member to keep things running smoothly.

Responsibilities and duties include:

Conducting data entry for inventory and accounts management in our databases;
Entering receipts into our finance tracking software;
Assisting with ordering and managing office inventory, as well as facilitating End of Life removal for defunct equipment;
Keeping office supplies, tech supplies, and grocery items stocked;
Shipping and receiving packages & deliveries and answering phones;
Managing the office schedule and maintaining the schedule of available desk space for signout;
Providing occasional remote support for ordering and shipping equipment for staff working at home or in other offices;
Circulating meeting agendas, minutes, calendar management, and reports;
Filing and archiving documents and data, both paper and electronic;
Ensuring confidential client and employee data is properly backed up to server and/or deleted from local devices;
Assisting with management of external accounts and licenses;
Assisting with minor tech support requests, as well as implementation of larger IT projects;
Facilitating interoffice communication, as well as communication and admin with building management;
Assisting with testing new software, methodologies, applications, etc;
Assisting with coordination of domestic and international travel, including but not limited to, flight, hotel, and car rental reservations;
Ensuring flow of signatures on important documents, and
Other tasks as assigned.

In addition to supporting everyday office/admin responsibilities, the successful candidate will also be contributing to the day-to-day sense of connection and culture at the office while ensuring that all federal, provincial, and company covid related guidelines are being followed.

Job Requirements:

1+ years’ experience in a Receptionist or Administrative Assistant role;
Superior written/verbal communication skills, listening, interpersonal skills, and sound judgment;
Comfortable in a technological environment and using online tools;
Excellent at staying multiple steps ahead and anticipating problems before they arise;
A positive and team-oriented approach to work;
Trustworthiness/dependability;
Ability to prioritize, manage time, multi-task, and work in a fast-paced, deadline-driven environment;
Ability to work well under pressure;
A “no job is too small” attitude;
Experience with Slack, Google Suite, Sharefile, Zoom and other office communication platforms;
Experience with calendar management including scheduling meetings and managing multiple calendars;
Sufficient computer skills and comfort in data entry with Office Suite (Excel, Word and Powerpoint), setting up workstations, and performing general troubleshooting;
Superior attention to detail and organizational skills;
Knowledge of office procedures and filing systems (electronic and paper);
Proven ability to work under time constraints and interruptions;
Ability to work independently including using judgment and prioritize day-to-day priorities;
Demonstrated commitment to delivering a high level of customer service; and
Ability to deal with highly sensitive and confidential information

Compensation, perks and benefits:

Overtime pay
Generous vacation and paid time off policy
Full Time, 4 day workweek (Monday to Thursday, 32 hours, 8 hour shift 8.30-5.00 or 9-5:30)
Benefits (extended medical, vision, dental) after probation period
Disability, Life insurance
Childcare benefit, (up to $3,000 a year) and
Additional mental health benefits (up to $1,500 a year)
Casual dress
Employee assistance program
On-site gym (Vancouver)
On-site parking

To apply: Please respond to our online ad with a resume and cover letter addressed to John Kelly, Operations Manager. We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

Working at the Firelight Group means being passionate about what we do. Be part of our amazing team, with a very exciting future.

Federal and Provincial Covid-19 protocols are followed in this workplace

Job Types: Full-time, Part-time, Permanent
Part-time hours: 32 per week

Salary: $48,000.00-$55,000.00 per year

Benefits: