Position: Executive Assistant / Office Administrator
Hours per week: 35 hours/week
Yearly Wage Range: $52,780-$54,600
Location: Port Coquitlam, BC
Reports to: Executive Director
Posting: External
Posting Date: May 7, 2026
Executive Executive/Office Administrator
Position Summary:
The Executive Assistant / Office Coordinator provides high-level administrative support to the Executive Director while ensuring the smooth day-to-day operations of the office. This dual-role position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced nonprofit environment. The role is critical in supporting organizational effectiveness, communication, and operational efficiency.
Key Responsibilities:
Executive Assistant Support
Provide confidential administrative support to the Executive Director
Manage calendar, schedule meetings, and coordinate appointments
Prepare and edit correspondence, reports, presentations, research, and briefing notes
Support board governance activities, including meeting coordination, agenda preparation, and minute-taking
Act as a liaison between the Executive Director and internal/external stakeholders
Lead special projects and follow-ups on key initiatives
Lead donation coordination
Office Administration
Oversee daily office operations to ensure efficiency and professionalism
Provide reception support and its associated responsibilities as necessary
Manage office supplies, equipment, and vendor relationships
Coordinate facility needs, maintenance, and workspace organization
Develop and maintain office systems, procedures, and filing systems
Support onboarding of new staff (workspace setup, materials, orientation coordination)
Ensure compliance with organizational policies and health & safety standards
Operational Support
Maintain organizational records and databases with accuracy and confidentiality
Support HR administrative tasks (tracking leave, maintaining personnel files, etc.)
Assist with basic financial administration (invoices, expense tracking, liaising with the finance team)
Coordinate internal communications and support team meetings/events
Coordinate general and client correspondence
Provide general administrative support to staff as needed
Performs other agency-related duties and special projects as directed by the Executive Director
Qualifications, Education, Training and Experience:
Diploma or degree in Business Administration, Office Administration, or related field
3–5 years of experience in an administrative or executive support role (nonprofit experience is an asset)
Experience supporting senior leadership or boards is an asset
Strong organizational and time management skills with attention to detail are required
Excellent written and verbal communication skills
High level of professionalism, discretion, and confidentiality
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual collaboration tools
Ability to manage competing priorities and work independently with minimal or no supervision
Experience in developing promotional and public relations material is an asset
This position is required to work in a stressful environment, often dealing with clients in crisis, who have experienced trauma and/or abuse.
Key Competencies
Strong interpersonal and relationship-building skills
Problem-solving, self-motivation, and initiative
Adaptability, collaborative, and flexibility
Accountability and reliability
Commitment to the mission and values of the organization
Additional Information and requirements:
Criminal Record Check required.
Authorized to work in Canada
The hours of work are Monday to Friday from 9:00 am to 4:30 pm
A flexible work schedule may be required, including evening and/ or weekend work.
2nd language is preferred (please specify in your resume)
No remote work from home.
This position is open to all applicants.
Tri-City Transitions Society is an equal-opportunity employer.
Please forward your resume and cover letter to:
[email protected]
We thank all applicants for their interest; however, only those invited to an interview will be contacted.
Pay: $52,780.00-$54,600.00 per year
Benefits:
Company pension
Dental care
Extended health care
Life insurance
Mileage reimbursement
Paid time off
Vision care
Experience:
administrative or executive support role : 3 years (required)
Language:
English (required)
Work Location: In person
