JOB SUMMARY

Position: Administrative Assistant

Purpose: The Administrative Assistant will provide support to AMSSA’s operations and programming. The Administrative Assistant will work closely with the AMSSA Team to perform a variety of administrative and clerical tasks.

Reports to: Senior Director of Operations and Communications

Classification: Part-Time Contract; July 1 – October 31, 2025; subject to extension based on funding.

Hours & location: 21 hours per week – work from AMSSA’s office located Metrotower II, Suite 2308, 4720 Kingsway, Burnaby, B.C. V5H 4N2

Salary: $29.10 per hour with a comprehensive benefits package including:

• pro-rated 20 days of vacation and 12 days of sick leave
• 1 day paid off for religious and cultural observance;
• extended health benefits after 3 months of employment; and
• other longer-term employment benefits including RRSP and staff recognition.

How to apply: Please send your cover letter and resume together in one document outlining relevant experience and qualifications to Melissa Jay, Senior Director of Operations and Communications at .

•       Include position title in email subject line.

•       Include your first and last name and the job title of the posting in the title of your cover letter and resume document.

Applications will be reviewed on an ongoing basis. The posting will remain open until filled and will close without notice.

Only shortlisted applications will be contacted.

AMSSA OVERVIEW AND VALUES

AMSSA is a unique province-wide association that strengthens over  90 member agencies as well as hundreds of community stakeholder agencies who serve immigrants and newcomers, and build culturally inclusive communities, with the knowledge, resources and support they need to fulfill their mandates.

•     We value EQUITY and strive to be the catalyst for change which disrupts systems promoting racial and social injustice.

•     We value INCLUSIVENESS and work with our members and stakeholders to place voices that have been marginalized in positions of influence, creating space for all perspectives.

•     We value INTEGRITY, striving to always work to the highest standards, encouraging innovation, risk taking and leadership; we are always open to new thoughts and maintain accountability in our work.

•     We value DIVERSITY, recognizing our own individual biases and engaging members and stakeholders in meaningful ways that promotes inclusion of all voices and perspectives.

•     We value MUTUAL RESPECT by respecting what everyone has to offer within their own context of life experiences, opening our hearts and minds to always listening and learning.

•     We value COLLABORATION, engaging in equitable partnerships, mindfully exploring old and new ideas to advance the work of AMSSA and our members.

•     We value SUSTAINABLE TRANSFORMATION, engaging in continuous individual and organizational reflection and collaboration to build capacity and integrate what we learn into our culture and infrastructure.

We are an employer committed to advancing opportunities for equity-seeking groups.

DUTIES

• Administrative support to AMSSA operations, communications, and programs
• Acts as a liaison with building management and facilities management
• Reviews and distributes AMSSA general e-mails, receives and processes mail
• Greets people at the office and on the phone in a friendly and professional manner
• Provides support regarding AMSSA membership including applications and correspondence with existing members
• Data entry and database management including maintaining, updating and adding to the AMSSA contact lists
• Supports with event planning and logistics for AMSSA’s Annual General Meeting and engagement activities
• Plans and schedules meetings and events, helps with technical support when needed
• Maintains office boardroom booking calendar with the Operations Team
• Reviews office and kitchen supplies, makes requests and supports the maintenance of AMSSA’s supply inventory with the Operations Team
• Ensures that all necessary documentation is saved appropriately in the AMSSA share drive, cloud storage, and hardcopy file folders
• Supports with digitizing hard-copy files
• Filing and organizing, photocopying, scanning, and printing as needed
• Supports with researching content for activities, as well as curating and receiving quotations for contractors for AMSSA projects and activities
• Coordinates and supports with set-up and take-down of onsite AMSSA meetings including hospitality, catering services and room arrangements
• Updates the AMSSA website with job postings, event postings and membership directory
• Supports the Operations Team with storage organization and maintenance
• Coordinates Kitchen duties and schedules, oversees kitchen cleaning and inventory
• Prepare documents and create PowerPoint presentations for events, meetings and speaking engagements ensuring adherence to AMSSA branding as needed
• Receives courier and processes courier shipments as necessary
• Write meeting minutes, reports, letters and other documents as required
• Supporting onboarding process for operations and program staff as required
• Supports AMSSA’s technology and equipment booking and works with IT to support onboarding or offboarding of technology and equipment as required
• Provide public or programmatic information as requested
• Work with the AMSSA team on additional and emerging projects as required

QUALIFICATIONS

• Experience in office administration in the non-for-profit, human services, academic or public sector
• Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality
• Strong time-management skills and the abilitiy to organize and coordinate multiple projects at once
• Proficiency in Microsoft Office and other tools with aptitude to learn new software and systems
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
• Ability to work independently, while being a collaborative and communicative team member
• Excellent active listening, team-building and interpersonal skills
• Demonstrate critical thinking and problem-solving techniques
• Demonstrate good service, partner relations and customer service skills
• Experience filing, retrieving and maintaining hard copy and electronic files
• Demonstrate basic numeracy and accounting skills
• Knowledge of cloud-based electronic filing through SharePoint, One Drive and Dropbox
• Knowledge of current technological online meeting platforms: Zoom, MS Teams
• Experience maintaining websites through WordPress and using online learning platforms such as Thinkific an asset
• Experience coordinating and planning in-person and/or online events is an asset
• Post-secondary undergraduate degree or diploma in a relevant discipline is an asset