Canada Summer Job – Office Administrator Assistant

This position is being advertised under the Canada Summer Jobs (CSJ) initiative. To be eligible for this position, you must be between 15 and 30 years of age on the start date of the job. You also must be a Canadian citizen, a permanent resident or a refugee protection has been conferred under the Immigration and Refugee Protection Act. You must also be legally entitled to work according to relevant provincial legislation and regulations.

Mission, Vision and Core Values

Our Mission is to enable life-changing mentoring relationships to ignite the power and potential of young people.

Our Vision is that all young people realize their full potential

Our Core Values are:

  • We Champion Potential
  • Every Connection Counts
  • Showing Up Matters

Big Sisters of BC Lower Mainland (www.bigsisters.bc.ca) is a non-profit society and proud member of Big Brothers Big Sisters of Canada Federation. We are committed to enhancing the confidence, self-esteem, and well-being of female, female-identifying, non-binary, gender fluid, transgender, and Two Spirit youth. Big Sisters of BC Lower Mainland is a leader in mentoring youth and providing ongoing support through a variety of engaging programs. Our organization is committed to diversity and inclusion and we encourage applications from those who identify as Indigenous, a person of color, 2SLGBTQIA+, a person with a disability, or member of another community that experiences additional barriers. Join us and make a positive difference in the lives of others in the community.

Is this you?

This role may be a great fit for you if you are organized, detail-oriented, and enjoy supporting behind-the-scenes work that helps teams run smoothly. You are comfortable with administrative tasks, data entry, and keeping records accurate and up to date, and you take pride in being reliable and thorough. You enjoy working collaboratively in a team environment, are willing to learn, and are interested in gaining hands-on experience in nonprofit fundraising, grants, and office administration.

Position Summary 

Reporting to the Manager of Philanthropy & Engagement, the Office Administrative Assistant supports the Fundraising, Grants, and Operations teams by providing administrative data, and coordination support to ensure the smooth day-to-day functioning of the organization. This role assists with donor and grant administration, office operations, and database management for the Comprehensive (Capital) Campaign. It’s an excellent opportunity for a student to gain hands-on experience in nonprofit fundraising, communications, and organizational administration while contributing to a mission-driven team.

What you will be doing:

Fundraising Administration

  • Provide administrative support for fundraising projects, events, and campaigns.
  • Assist with donor correspondence, acknowledgments, and mailings, ensuring timely and accurate communication.
  • Maintain and update donor and gift records in the CRM system, processing new entries and ensuring data accuracy.
  • Support the sourcing, securing, and organization of donated items (physical and digital), ensuring proper tracking and delivery.
  • Conduct background research on prospective donors, sponsors, and partners.
  • Assist with preparing donor thank-you letters, receipts, and fundraising reports.

 Grant & Fund Development Support

  • Provide administrative support to the Grants Team, including organizing documents, tracking deadlines, and maintaining shared files.
  • Assist in compiling data, attachments, and background materials for grant proposals and reports.
  • Help maintain the grants tracking system, ensuring applications and reporting deadlines are up to date.

Operations & Office Administration

  • Assist with scheduling, filing, and maintaining accurate organizational and compliance records.
  • Maintain shared drives and organize digital files for accessibility and accuracy.
  • Support health, safety, and compliance requirements as needed.
  • Provide reception and general office support to ensure smooth daily operations and a welcoming environment.
  • Support program administration, including data entry, participant enrollment, communications, and coordination of activities or events.
  • Provide assistance with volunteer engagement initiatives, including event coordination and communications.

Other

  • Collaborate across departments to support cross-functional projects and communication.
  • Participate in staff meetings, training, and team events to gain insight into nonprofit operations.

What you bring:
Education & Experience

  • Ideally some post-secondary education in Business Administration or a similar field
  • One (1) year of general office administrative experience
  • One (1) year experience in a customer service role
  • Computer literate, data entry experience with databases such as Microsoft Dynamics, Raiser’s Edge NXT
  • Experience in a not-for-profit organization would be ideal
  • Demonstrated ability to type 60 words per minute
  • An equivalent combination of education, training, and experience (including volunteer and international experience) will be considered

Other Knowledge / Skills / Training

  • Strong interpersonal and intercultural skills with an ability to relate to a wide variety of stakeholders from diverse lived experiences
  • Computer literate, data entry experience with databases such as Microsoft Dynamics
  • Ability to understand, communicate, and support the mission, vision, and values of the organization
  • Additional language(s) an asset
  • A valid driver’s license and access to a reliable vehicle is an asset

What we offer:

  • An opportunity to do meaningful work and make a positive impact in the community
  • A supportive, positive and engaging work environment
  • A commitment to work/life balance for employees, including a hybrid work environment, reduced full-time work week (35 hours), and flex time
  • An hourly salary of $22.00

This position:

This is a full-time (35 hours per week) contract position based in our Vancouver office on Joyce Street, directly across from the Joyce SkyTrain station. The role requires working five days per week, with some days in-office required. A Criminal Records Check (including a Vulnerable Sector Search) is required as a condition of employment with Big Brothers Big Sisters of Canada. The expected start date is the week of May 10.

If this position sounds like you, please let us know why by submitting your resume and cover letter to jobs@bigsisters.bc.ca using the subject line: Office Administrator Assistant

Applications will be reviewed as they are received so we encourage candidates to apply as soon as possible.

If your background and qualifications match the position requirements, we will contact you. Please note that minor changes to this job posting may be required by our funder.