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Administrative Assistant


VANTEC's SUV program is growing and thriving. VANTEC is now seeking an Administrative Assistant for about ~10 hours/week to help run events and manage administrative backend matters.


Specific Duties

  • General admin tasks: proofing, research, maintenance, produce reports and statistics, etc.
  • Correspondence with organization members and member candidates regarding membership enquiries
  • Resolving membership and membership candidate’s enquiries
  • Arrange events and maintaining membership lists: sending invites, verifying membership, updating membership list, setting up events, etc.
  • SUV program
    • Confirming eligibility of program participants
    • Conduct investigations and produce reports into program statistics, complaints, etc.
    • Compile information as needed for biannual reports, monthly statistics, external annual surveys, etc.
    • Plan events and resolve membership issues
    • Arrange member’s orientations, feedback, post-event surveys, etc.
    • Draft, Proof, prepare, and fact check documents, document package, etc.
  • Other duties as assigned


Job Duties

  • Anticipating needs and create solutions to make things easier 
  • Gathering, coordinating and/or preparing the necessary information, materials (presentations, reports, etc.) and resources for meetings and events
  • Support in organizing agendas and materials for team and other meetings.
  • Reviewing request, summarizing and communicating information to appropriate stakeholders
  • Prioritizing and adjusting priorities in a fast paced, changing environment with agile efficiency to meet deadlines
  • Ensuring the proper management and approval of individual and corporate expenses, and creating budget reports as required
  • Carry out specific projects and independently research, prioritize and follow up
  • Respond to communications on behalf of the executive (phone, email, etc)
  • Create documents utilizing various office automation software programs (Word, Excel, PowerPoint, etc)
  • Manage special projects as required


Skills desired

  • Strong English abilities
  • Able to use office, G-suite, various project management software
    • Comfortable using advanced features in Excel, e.g. pivot tables, data sorting
  • Access to sustainable internet and computer – this is mainly a remote job
  • Consistent schedule, able to reply to correspondence within 12 hours and sooner for events
  • Based in Vancouver is an asset
  • Experience with Silkstart, Gust, Cognito forms, YAMM, Zoom, etc. is an asset 
  • Experience in a Canadian immigration law environment is desirable
  • Able to host meetings during day time is an asset


How to Apply

Please apply here. Selected candidates will be contacted for a conversation.