Detailed Job Description

The Administrative Assistant provides administrative support to the Property Management Department, Central Services employee group, Society programs and special projects. This position is responsible for a variety of administrative functions such as data processing, electronic and paper filing, ordering and maintaining office and housekeeping supplies, and organizational support for meetings and events.

A narrow selection of the larger scope and responsibilities for the Administrative Assistant position are as follows:
Respond to inquiries and referrals by phone and email, ensuring that interactions are timely, friendly, and skilled.
Operate a variety of office equipment such as computers, printers, scanners, copiers, postage meter, facsimile, and multi-line switchboard and communicate any deficiencies to the Information Systems Manager.
Ensure physical needs of office are met. Manage office and housekeeping supplies, such as bathroom, kitchen, and meeting supplies.
Receive and submit online office and housekeeping supplies orders from programs and communicate with managers for approval.
Schedule appointments and book boardroom and vehicles as requested and promptly communicate conflicts.
Handle cash and credit/debit transactions received by mail,



in person, or by phone according to established guidelines and policies.
Assist with sorting, scanning, copying, categorizing, filing facsimiles or documents as requested.
Assist with projects as assigned.

Qualifications

Education
Completion of Grade 12 and office administration training, or equivalent education.

Experience
General office experience that includes front desk and clerical functions.
Working knowledge of various MS software programs including Excel, Sharepoint, and Teams. Experience using imaging software is an asset.

Requirements
Complete the Ministry of Public Safety and Solicitor General Criminal Record Check.

Job Information
Hourly Wage Rate: $25.95.
Work Location: 101 – 749 Pandora Ave. – Central Services.
Work Days: Monday to Friday.
Shift Times: 08:30 am to 4:30 pm.
Weekly Hours: 40.
Union: Exempt.
Job Type: Full time – Temporary until September 8, 2026.
Benefits: We offer 100% employer-paid extended health and dental advantages, including for eligible dependents; access to telemedicine services through Sparrow; and our Employee Assistance Program, provided by Greenshield Health.

📌 Administrative Assistant Victoria
🏢 Victoria Cool Aid Society
📍 Victoria