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:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• On-site gym
• On-site parking
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Overtime

Supplemental pay types:

• Bonus pay
• Overtime pay

COVID-19 considerations:
Sanitization of offices, PPE provided as needed, all local health restrictions and guidance observed

Experience:

• Administrative: 1 year (preferred)

Work Location: Hybrid remote in Vancouver, BC V5T 1E1

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