The Vancouver Aboriginal Friendship Centre Society (VAFCS) is a non-profit charitable organization serving the Urban Aboriginal community with a mandate to provide programs and services that will contribute to the cultural, educational, social, economic, and recreational development of Urban Aboriginal people. The Society manages twenty-three programs and services through three locations in Vancouver. The Friendship Centre at 1607 East Hastings is a community-led organization creating meaningful change for the Urban Aboriginal Population that we serve.

The Vancouver Aboriginal Friendship Centre Society strives to represent, promote and advocate for our urban Aboriginal community and the Aboriginal organizations which serve them.

REPORTS TO: Director of Operations

RESPONSIBILITIES:

ADMINISTRATIVE

- Undertake confidential and sensitive assignments and special projects
- Bring forward matters that require immediate action and respond promptly to senior management requests
- Plan and coordinate executive meetings and take minutes as needed
- Draft correspondence, minutes, and email
- Under direction of the Executive Director, organize, promote and execute community events such as: Pink Shirt Day, Red Dress Day (MMIWG2S), Orange Shirt Day, etc
- Coordinate travel for Senior Management and other staff as required
- Assist in preparing materials for board meetings; collaborate with the Executive Director to gather relevant reports, documents and presentations for board meetings. Ensures timely distribution of materials for board meetings
- Maintain board records and documentation; organize and maintain board-related documents, including bylaws, policies, resolutions, and board member profiles




- Schedule and coordinate board meetings; arrange meeting dates, times, and locations in consultation with the Executive Director and board members. Send meeting invitations and reminders and ensure all necessary logistics are in place

RENTALS

- Book and maintain VAFCS room rentals for community meetings/events
- Book and maintain VAFCS room rentals for internal meetings/events
- Work out rental details including audio visual, signage, and setup
- Send out invoices
- Communicate with the maintenance team regarding setup and takedown
- Refer clients to catering for food
- Prepare rental agreements

GRANT APPLICATIONS

- Assist with identifying grant opportunities relevant to VAFCS programs and initiatives:
- Stay up-to date on current funding opportunities and trends.
- Prepare and draft grant proposals and applications; ensuring all the requirements and guidelines of the funding agencies; collaborate with program staff to gather necessary information and data.
- Maintain accurate records of grant applications and outcomes; create a comprehensive database to track grant applications
- Maintain accurate records of interactions with funders; document meeting notes, communications, and any agreements or commitments made with funders;

PROJECTOR AND SOUND TECHNOLOGY:





- Set up and operate projectors and sound equipment for presentations, events, and workshops: Ensure proper setup, calibration, and functioning of projectors, screens, speakers, microphones, and other audiovisual equipment.
- Troubleshoot technical issues act as the point person for technical support during events, quickly addressing any audiovisual issues that arise. Coordinate with IT or technical support personnel when necessary.
- Assist with ongoing media communication outreach to funders, community organizations, influencers to increase visibility.

QUALIFICATIONS:

- College diploma plus 2 years’ related experience or an equivalent combination of education and experience
- Effective verbal and written communication skills
- Strong demonstrated Microsoft 365 skills
- Demonstrated interpersonal skills
- Effective conflict resolution skills
- Strong organizational and time management skills
- Self-motivated, ability to work independently while supporting a team environment.
- Knowledge of DTES Urban Aboriginal Organizations and programs
- Knowledge of the Vancouver Aboriginal Friendship Centre Society and its role in the community.

Full-time, 37.5 hours per week, one year term with a possibility of extension.

Schedule: 8:30AM-4:30PM Monday to Friday

The Vancouver Aboriginal Friendship Centre encourages members of equity-seeking groups to apply. Preference will be given to qualified Indigenous applicants in accordance with Section 41 of the BC Human Rights Code.

Job Types: Full time, Fixed term contract

Pay: $25.00-$30.00 per hour

Benefits:

- Dental care
- Extended health care
- Paid time off

Work Location: In person

📌 EXPERIENCED ADMINISTRATIVE ASSISTANT (Canada)
🏢 Vancouver Aboriginal Friendship Centre Society
📍 Canada