Program & Administrative Assistant
Hybrid Role: Vancouver office and home office
Full-time, Permanent position (35 hours per week)
Hybrid work arrangement
Monday to Friday, 8:30 – 4:00 pm
Who we are
AFOA BC, a non-profit organization, was founded in 1996 in response to the need for a united voice for those working in this province's critical fields of Indigenous finance and administration. Being part of a larger, national body allows AFOA BC to participate in issues at a national level and gives our members access to additional resources and information, as well as a more comprehensive network of their peers.
AFOA BC has more than 300 members, and we continue to grow in our membership services and offerings. AFOA BC strengthens Indigenous communities by building leadership and management capacity through professional development and education. Learn more about us at: https://afoabc.org/
To Build Capacity Together
Who we are looking for
You are a proactive, organized, and detail‑oriented professional who thrives in a collaborative and supportive environment. You bring strong administrative capabilities, a commitment to excellent service, and a passion for supporting the growth and development of Indigenous Peoples.
You excel at keeping operations running smoothly behind the scenes—ensuring communications are clear, logistics are coordinated, and programs have the administrative support they need to succeed. You are also comfortable with basic financial administration and bring some bookkeeping experience that supports accurate record‑recordkeeping, expense tracking, and administrative financial tasks. At the same time, you are a warm and professional ambassador for the organization, supporting members, partners, and communities with respect and care.
What you will be doing
Reporting to the Associate Executive Director the Program and Administrative Assistant plays a key role in supporting the smooth operation of AFOA BC’s programs, services, and daily organizational functions. You will provide comprehensive administrative, reception, and logistical support to ensure programs run efficiently, members feel welcomed and supported, and staff have what they need to deliver high‑quality services. This role is central to maintaining organized systems, coordinating program and event logistics, ensuring strong communication flows, and contributing to a positive and professional environment.
What This Role Carries
Administrative & Reception Support
· Welcome visitors, callers, and members with professionalism, serving as the first point of contact.
· Monitor the main inbox and phone line, responding to or directing inquiries as needed.
· Support internal scheduling, meeting preparation, document handling, action-item tracking, and staff coordination.
· Maintain organized digital and physical filing systems and assist with day-to-day financial tasks (invoices, receivables, journal entries, and coding).
· Liaison with AFOA Canada regarding membership records and prepare monthly reports, follow up on unpaid dues and send out member mailouts.
Program & Workshop Coordination
· Support planning and delivery of programs, workshops, and training sessions, including registration and communication.
· Coordinate logistics such as materials, venues, catering, and supplies.
· Assist with travel arrangements for staff, facilitators, and participants.
· Track attendance and support follow-up and reporting.
Conference & Event Support
· Assist with planning and delivering conferences, gatherings, and special events.
· Support vendor coordination, exhibitor communication, registration, and on-site logistics.
· Help prepare event materials, signage, name badges, and attendee packages.
· Provide welcoming on-site support to ensure a smooth and positive experience.
Board Support
· Manage board and committee documentation, records, and confidential governance materials.
· Prepare agendas, materials, and maintain timely and accurate meeting minutes.
· Provide logistical support for board and committee meetings, including occasional evening or weekend work.
Communications & Member Services
· Prepare newsletters, announcements, and program notices with accuracy and clarity.
· Maintain member and participant information within the CRM or other tracking systems.
· Assist with website updates and posting program information.
· Support outreach efforts and help prepare promotional materials and branded documents.
Operational Support
· Support administrative processes, project tracking, internal coordination, and system improvements.
· Maintain office supplies, equipment, and shared tools to ensure a well-functioning work environment.
· Assist staff during peak times or absences to support smooth operations across the organization.
· Contribute to a collaborative, respectful, and service-oriented team culture grounded in Indigenous values.
· Other duties as needed.
What you bring
Education
· A Grade 12 Diploma or equivalent.
· A certificate or diploma in Business Administration, Office Administration, or a related field — or equivalent experience.
Experience and Skills
· Minimum two years of experience in an office setting providing administrative, reception, or program support.
· Experience with bookkeeping or the accounting cycle; QuickBooks knowledge is an asset.
Strong verbal and written communication skills, with the ability to engage respectfully with members, partners, and community organizations.
· Proficiency in Microsoft Office (especially Excel and PowerPoint) and openness to learning new systems.
· Strong organization and attention to detail, with the ability to manage multiple priorities and deadlines.
· Demonstrated customer service skills and ability to build positive working relationships.
· Team-oriented, with the ability to work independently when needed.
· Able to use sound judgment and maintain strict confidentiality.
· Experience supporting Board of Directors activities (meeting prep, minutes, documentation) is an asset.
· Comfortable supporting workshops, conferences, meetings, and online events.
· Knowledge of Indigenous communities, cultures, and governance is an asset; candidates of Indigenous ancestry will be given preference.
What we offer
· An opportunity to collaborate with like-minded individuals dedicated to making a positive impact on the lives of Indigenous Peoples.
· Rewarding work with opportunities to make a difference.
· A salary range of $55,000.00 to $60,000.00 per annum.
· A hybrid work arrangement.
· A comprehensive benefits package including a matched RSP program.
· 3 weeks’ vacation plus additional paid time off over the festive season.
· Complimentary access to an on-site gym.
· A supportive and collaborative work environment.
How to apply
Interested candidates are invited to submit a cover letter and resume:
The successful candidate will be asked to provide references and a clear criminal records check.
We encourage applicants to submit applications as soon as possible, as applicants will be reviewed on an ongoing basis. We thank all applicants for their interest; only those selected for an interview will be contacted.
Persons of Indigenous ancestry will be given preference. Section 42(1) of the BC Human Rights Code