Administrative Assistant (Summer Support)

More Information

The role of the Administrative Assistant is to provide human resources and administrative support to the Administrative Coordinator (AC), Executive Director (ED), and Program Leads. They also assist in providing a suitable environment for staff, program participants, and community.

Reports to: Administrative Coordinator                

QVCC is committed to employment equity and inclusion. We strongly encourage applicants who increase the diversity of our staff team and have the ability to engage diverse communities in a safe and supportive way. Indigenous identity is considered an asset for this position. 

Key Duties and Responsibilities:

  • Assists with administrative and clerical functions of the agency, performing a range of duties often involving material of a confidential nature

  • Digitizes administrative records such as personnel files, program funding agreements and reports, memorandums of understanding, archived materials, etc.

  • Maintains an administrative filing system, both electronic and manual, while developing and implementing a document management system through the review and editing of existing documents, as well as identifying and creating required documents

  • Assists AC and Program Leads by compiling information and feedback to develop and complete program specific employee manuals. Existing documents, training materials, and checklists will be used during the compilation process

  • Creates online Onboarding audio/video content and other video projects as assigned

  • Researches and designs a planned giving/monthly sustainer fundraising program

  • Assists with creating new content and updating existing content for QVCC website

  • Assists with translation projects to help promote QVCC programs and services to a wider audience

  • Prepares educational posters for cultural holidays and events

  • Responds to general inquiries, by phone and in person, regarding QVCC, and shares in the physical work of maintaining the Centre

  • Participates to ensure a safe environment; observes potential hazards; remedies and/or reports to the appropriate person

  • Performs other related duties as required by the AC and/or ED

Qualifications:

  • Commitment to anti-oppressive, decolonial, and anti-racist practice

  • Ability to work with integrity and respect in a diverse, multi-cultural community centre

  • Demonstrated work experience and abilities in an administrative role, or a combination of training, education, and experience in a related field such as HR or Business Administration

  • Demonstrated skills in general office duties: filing and clerical procedures; skilled typing and document/report preparation and layout; knowledge of personal computer applications

  • Excellent time management skills and the ability to prioritize work

  • Strong organization and problem-solving skills; keen attention to detail

  • Superior oral and written communication skills: excellent interpersonal and collaborative ability

  • Ability to work under pressure of deadlines and with frequent interruptions

  • Computer proficiency with Microsoft 365 applications

  • Experience with web design, computer graphics, and social media

  • Familiar with graphic design programs such as Canva, Visme, or similar

  • Clear criminal record check

Applicants Must be eligible for the Canada Summer Jobs Program. *To be eligible, youth must

  • Be between 15 and 30 years of age (inclusive) at the start of employment,

  • Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment, and

  • Have a valid Social Insurance Number and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations

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

Hours of Work and Other Contract Terms:

Hours of Work & Term:

  • 35 hours per week, Monday through Friday

  • 8-week position from June 30th to August 22nd

  • Closed on Statutory Holidays

  • Ability to work remotely 1-2 days per week, with the rest on-site

  • Schedule built around regular hours of operation, training needs, and community events

Salary and Benefits:

  • $22.72 per hour plus 6% pay in lieu of vacation  

  • Immediate enrollment in the Employee Assistance Program

  • Training and development applicable to role will be provided

Application Details:

Vulnerable Sector Criminal Record Check required.

Closing Date: April 18, 2025

Please email your cover letter and resume to hradmin@quadravillagecc.com, with the subject line “Admin Assistant”. Alternatively, applications may be dropped off at or mailed to 901 Kings Rd., Victoria, BC V8T 1W5

 We thank all applicants but only those selected for an interview will be contacted.

Thanks for your interest in working with us! At Quadra Village Community Centre we value our dedicated staff team and pride ourselves in being a good organization to work for and making a difference in the community.