Office Assistant (Full-Time)

PLEA Community Services is currently seeking an Excluded Full-Time Office Assistant for our Communications and Development team. The proposed start date for this position is as soon as possible.

The Office Assistant manages the main front-desk and provides administrative support to the Communications & Development department.

Position Type: Full-Time
Location: Vancouver, BC
Hours of Work: The usual hours of work in this position are Monday to Friday, from 8:30AM to 4:30PM, based on 37.5 working hours per week.

Minimum Requirements: a Diploma in project management, business/non-profit administration or human services and one (1) or more years of recent, related experience.

Who We Are:

PLEA is an accredited, not-for-profit, charitable community services agency that has operated throughout BC for more than 40 years. We deliver high quality, innovative services to children, youth, adults, and families facing significant challenges in their lives. PLEA is an ally in reconciliation. The organization is committed to providing culturally safe programs and continuing to work towards breaking down the barriers that cause harm to Indigenous people and communities.

What You Will Do:

• Provide reception duties and act as an initial point of contact for outside inquiries about PLEA.
• Monitor the inventory of office supplies and anticipate needs when purchasing materials, supplies, and services. Maintain the professionalism of the office, performing general housekeeping duties for the front-desk and common areas.
• Provide administrative support to the Communications & Development department in the completion of tasks. Draft routine correspondence, maintain mailing lists, arrange meetings, and take meeting minutes.
• File and scan documents for digital archiving as assigned. Organize the retrieval and control of records as required.
• Assist in the coordination and record keeping of meetings, trainings, events, and functions.
• Assist in the agency’s efforts to maintain required compliance and accreditation, including the preparation of documentation and coordination of logistics for the re-accreditation process.
• Organize the team’s digital and paper filing systems. Monitor the team’s drive to ensure that documents and folders are up to date and organized.
• Provide coverage for the Fundraising & Communications Administrator.
• Respond to inquiries from prospective caregivers. Undertake the initial screening of prospective caregivers using a set of pre-approved questions.
• Act as a first aid attendant.
• Protect and uphold confidentiality.
• Perform other related duties as required.

What You Will Bring:

• Strong customer service skills.
• Strong oral and written communication skills, including the ability to communicate professionally with agency staff and the public.
• Strong attention to detail.
• Effective organization and time management skills, including the ability to manage competing priorities.
• Effective teamwork skills.
• Effective problem-solving skills.
• Demonstrated ability to work independently, take initiative, make sound decisions, and be held accountable for results.
• Demonstrated ability to be sensitive and understanding of individuals’ social realities including issues of race, culture, religion, gender identity/expression, sexual orientation, poverty, and lifestyle.
• Knowledge of Microsoft Office suite, and web-based conferencing tools.
• Experience in a public sector or a not-for-profit organization will be considered an asset.
• Background in Marketing and Communications will be considered an asset.

PLEA Benefits and Perks:

• 20 days of front-loaded vacation.
• A comprehensive benefits package, with premiums paid for by the Employer.
• A defined benefit pension plan, with Employer contributions.
• Education and Training Fund.
• Physical Activity Fund.
• Employee and Family Assistance Program (EFAP): confidential and voluntary counselling support services and wellness resources.
• Discounted Membership Fees for Club 16 Trevor Linden and She's Fit.
• Employee Recognition Program (i.e., long service awards).
• Agency-Sponsored Social Events (i.e., summer barbecue, annual holiday party, and team days).
• Perkopolis Membership - exclusive managed discount, reward, and benefits programs.

Additional Requirements:

• Satisfactory Criminal Record Clearance.
• Must possess a valid Occupational First Aid Level 1 Certificate or be willing to obtain one prior to hire.
• Use of personal vehicle. This position requires travel in the Lower Mainland and the Fraser Valley.
• A valid B.C. Driver's License (Class 5 or Class 7N), and suitable driver's abstract.
• Documentation that applicant is legally approved to work in Canada.

Please submit a resume and cover letterreferencing the competition number 2024030OA1. Closing date for Internal Applications: Monday, March 4, 2024, at 4:30PM. If the position is not filled internally, it will remain open until filled. This position is excluded from the BCGEU membership.

Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.

We thank all applicants for their interest; however, only those shortlisted for an interview will be contacted.