Administrative Assistant Job Posting

POSITION: Administrative Assistant

LOCATION: Gabriola Island, BC

REPORTS TO: Executive Director


• 15 hours per week with additional hours approved as required
• Probationary period of 3 months

Administrative assistant responsibilities include providing administrative support to ensure efficient operation of the office. Receive and record data, and perform daily bookkeeping functions. The administrative assistant will communicate via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner.

• Answer and direct phone calls
• Organize and schedule meetings and appointments
• Perform bookkeeping functions
• Maintain contact lists, program data files
• Produce and distribute correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Provide general support to visitors and clients
• Other duties as required by the Executive Director

• Proven administrative experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficiency in MS Office and a bookkeeping e-system

• Ability to manage multiple tasks and meet deadlines.
• Be a resident of Gabriola Island

SALARY RANGE $15.00 – $20.00 depending on experience

Food Bank and Community Garden Assistant

Join an energetic team, growing and providing food to island residents.

Please send resume to Executive Director, Brenda Fowler – by Oct 24.

People for a Healthy Community: Food Bank and Community Garden Assistant

POSITION: Food Bank and Community Garden Assistant
LOCATION: Gabriola Island, British Columbia
REPORTS TO: Food Bank Coordinator and Executive Director
SALARY RANGE: $12.00 – $15.00 per hour

• 12 – 15 hours per week with additional hours during gardening season, based on available funding
• Overtime hours taken in lieu after one hour per week, as approved by the Executive Director
• Probationary period of 3 months

• In the absence of the Food Bank Coordinator, the Assistant will act as Coordinator
• Assist with the training and supervision of volunteers
• Assist the Food Bank Coordinator to establish and ensure adequate supplies of food
• Assist with the distribution of food at the Food Bank
• Assist with the weekly stocktaking, ordering of food and supplies all within the budget
• Organize food store which may include heavy lifting
• Establish and carry out quarterly evaluations of Food Bank systems and recommend and implement improvements
• Assist with kitchen duties as required and ensure kitchen is organized, clean and passes VIHA inspections
• Ensure Food Safe practices are followed
• Organize full clean up (inside and outside) after Soup Social and Food Bank days including compost, recycling and garbage disposal
• Securely lock Food Bank building, freezers and other mechanical equipment necessary for Food Bank or Community Garden operation
• Working with the Food Bank Coordinator, ensure generators are turned on during power outages to reduce food spoilage
• Assist with celebrating volunteers and successes
• Coordinate maintenance schedule of all equipment including fridges, freezers and other mechanical equipment necessary for the Food Bank or Community Garden
• Coordinate garden planning, schedule volunteers for garden planting, ensure ongoing volunteer schedule for watering and weeding of community garden
• Participate in the planning and construction of additional garden beds, planters and greenhouses as approved in the budget
• Instruct and support clients, students and volunteers, as required in organic gardening practices
• Attend monthly staff meetings and professional development as approved by the Executive Director
• Participate in building networks of supporters for the program throughout the community

• Excellent communication skills
• Ability to lift 40 pounds and conduct physical activity
• Ability to work in a team environment
• Ability to supervise volunteers in the Food Bank and Community Garden
• Be organized, creative, flexible, focused and calm at all times

• Demonstrate professionalism and maintain client confidentiality at all times
• Follow all PHC policies
• Act in a respectful manner towards all PHC staff, clients, volunteers and PHC Board members
• Be a resident of Gabriola Island