Office Assistant jobs in Nanaimo, BC

Job Description – Orca Lelum

Job Title

Administrative Assistant – Youth Support, Finance and Cultural Team

Location

Lantzville, BC

Reporting to

Youth Support - Supervisors

Weekly Schedule

4 day work week

Wage Rate (per hour)

28.84

Hours Per Day

8.75

Employment Type

Full Time, Permanent

About the Company:

Located in the territory of Snaw-naw-as First Nation, Orca Lelum provides a safe, nurturing and culturally grounded environment for Indigenous young spirits ages 12–18. Guided by Nuts’a’maat Shqwaluwun — people working together with one heart, one mind and one spirit — Orca Lelum supports wellness, trauma healing, cultural identity and connection through its 10-Week Wellness Program.

What’s in it for you?

Join us at Orca Lelum, where you not only contribute to a thriving organization but also become part of a community-driven by cultural values and a shared commitment to making a positive impact. Come experience the fulfillment of working in a First Nations-led environment that values your well-being and growth. Additionally, you get:

• A four-day work week for permanent full-time employees;
• An excellent benefits and pension program for eligible employees;
• Paid vacation days for eligible employees;
• Comprehensive training provided.

Job Summary:

The Administrative Assistant provides administrative, coordination, and operational support to Orca Lelum's Youth Support Supervisors, Youth Support Workers, Cultural Support Workers, and Finance Team. This role supports effective communication, documentation, scheduling, and program readiness within Orca Lelum's 10-Week Wellness Program.

The position reports directly to the Youth Support Supervisors for supervision, performance management, and time-off matters. While providing administrative support across teams, the role does not carry supervisory authority or alter existing reporting relationships.

Core Commitments:

The Administrative Assistant is expected to model and uphold:

• Trauma-informed practice: supporting emotional and physical safety, predictability, respectful communication, and dignity.
• Cultural safety & humility: honoring Indigenous worldviews, teachings, and community protocols while practicing with respect and openness to learning.
• Relational accountability: contributing to a respectful, organized, and collaborative team environment.
• Confidentiality & Professional Conduct: This role requires strict adherence to confidentiality, privacy legislation, and Orca Lelum policies. A confidentiality agreement will be required as a condition of employment.
• Nutsamaat Shqwaluwun: supporting people working together with one heart and one mind through reliable administrative support.

Key Responsibilities:

1. Administrative & Documentation Support

• Supports the organization, maintenance, and accuracy of Youth Support and Cultural Team administrative records and youth-related documentation in accordance with Orca Lelum policies and applicable regulations.
• Tracks and follows up on incomplete or outstanding documentation, bringing concerns to the attention of Youth Support Supervisors as appropriate.
• Assists with incident documentation tracking and administrative follow-up.
• Maintains communication logs, records, and program documentation systems.
• Completes assigned documentation accurately, confidentially, and in a timely manner.
• Scans and securely saves shift changeover notes to the designated shared drive every two weeks.

2. Meeting, Scheduling & Coordination Support

• Coordinates Youth Support and Cultural Team meetings, including staff check-ins for Youth Support Supervisors and the Program Director.
• Books meeting times and spaces, prepares agendas as directed, records and distributes meeting minutes, and tracks action items and follow-ups.
• Prepares and distributes meeting invitations, including virtual meeting links, and ensures meeting spaces and equipment are ready.
• Assists Youth Support Supervisors with administrative aspects of staff scheduling, including tracking schedules and communicating approved updates.
• Maintains and updates on-call calendars and sends calendar invitations to designated on-call staff.
• Does not independently assign shifts, approve leave, or authorize overtime.

3. Cultural Team Administrative Support

• Provides administrative and scheduling support for Cultural Team meetings, activities, and programming as directed.
• Assists with maintaining Cultural Team calendars, documentation, and administrative records.
• Supports communication and coordination between Cultural Support Workers, Youth Support Supervisors, and the Program Director.
• Assists with the preparation and coordination of materials, supplies, and spaces required for cultural programming.
• Works collaboratively with Cultural Support Workers while respecting established reporting relationships, cultural protocols, and leadership responsibilities.

4. Program & Operational Readiness

• Supports the day-to-day operational readiness of the Youth Support Program.
• Assists with maintaining the annual program calendar and weekly program schedules.
• Provides administrative and logistical support for program activities, outings, and events as assigned.
• Assists with activity preparation, space readiness, and basic safety checks as directed.
• Tracks operational tasks and follow-up items identified by Youth Support Supervisors.
• Assists with organizing administrative documentation for audits, inspections, and reporting requirements.
• Provides administrative and logistical support for cohort graduations, including preparation, coordination, and related tasks as assigned.

5. Inventory, Supplies & Swag Management

• Maintains inventory of Youth Support Program supplies and Orca Lelum merchandise (swag), monitoring stock levels and identifying replenishment needs.
• Tracks inventory usage and maintains accurate records.
• Coordinates ordering, receiving, storage, and distribution of program supplies, materials, and swag.
• Submits purchasing requests following approval from HR, Finance, or Leadership and in accordance with established purchasing procedures.
• Communicates inventory and supply needs proactively to Youth Support Supervisors and Finance Manager.
• Supports responsible stewardship and cost-conscious use of organizational resources.

6. Program Manuals, Orientation & Policy Maintenance

• Maintains and organizes Youth Support Worker manuals, orientation binders, and related program policies and procedures.
• Updates manuals, orientation materials, and procedures to reflect approved changes as directed by Youth Support Supervisors or Leadership.
• Maintains version control, including tracking revision dates and distributing updated materials as required.
• Supports onboarding of new Youth Support Workers and Cultural Workers by ensuring orientation materials and administrative resources are current, organized, and accessible.
• Does not independently create, approve, or implement new policies or procedures. All changes must follow established Leadership and HR approval processes.

7. Finance Administrative Support

• Provides administrative support to the Finance Manager as required.
• Accounts Payable: Uploads and posts receipts and invoices in Hubdoc on a weekly basis and files supporting receipts and invoices.
• Tracks contractor's and Elders’ hours.
• Completes other routine finance administrative tasks within the scope of the position.
• Maintains confidentiality and follows established financial processes and approval requirements.
• Does not independently authorize expenditures or make financial approval decisions.

8. Role Scope & Other Duties

• Performs other related administrative and coordination duties as assigned within the scope of the position.
• Works collaboratively with Youth Support Supervisors, the Program Director, Cultural Support Workers, Finance, and other departments as required.
• Maintains confidentiality, professionalism, cultural humility, and trauma-informed practices in all interactions.
• This is a non-clinical, non-supervisory position. While the Administrative Assistant may interact with youth in supportive or administrative contexts, the role does not include direct care, youth supervision, counselling, or behavioural intervention.

9. Cohort graduation duties as assigned within scope.

10. Administrative Coverage & Other Duties

• Provides backup administrative support to other administrative staff as needed to ensure continuity of operations.
• Performs other related duties as assigned within the scope of the position.

Qualifications & Requirements:

• Post-secondary education or coursework in administration, human services, Child & Youth Care, or an equivalent combination of education and experience.
• Previous experience in an administrative or coordination role, preferably within a youth-serving, healthcare, or wellness environment.
• Proficiency in Microsoft Office applications and electronic documentation systems.
• Experience working respectfully with Indigenous communities, or a demonstrated commitment to learning and following Indigenous cultural protocols and practices.
• Ability to work evenings and weekends as required to meet operational needs.

Skills & Attributes:

• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Clear, respectful, and professional communication with strong interpersonal skills.
• High level of integrity, accountability, and discretion when handling confidential information.
• Strong attention to detail and accuracy in documentation and recordkeeping.
• Ability to work independently while collaborating effectively with multiple teams.
• Calm, adaptable, and solution-focused approach when responding to changing priorities.
• Ability to use standard computer applications and follow established administrative processes reliably.

Additional Terms:

• This job description is not intended to be all-inclusive. The employee may perform other related duties as required to meet the ongoing needs of the organization.
• The hours of work, including days off, may be subject to change consistent with the operational requirements.
• Qualified First Nations candidates will be given preference in accordance with the BC Human Rights Code section 42.

Pay: $28.84 per hour

Expected hours: 35.0 per week

Benefits:

• Extended health care
• On-site parking
• Paid time off

Work Location: In person