Administrative Assistant

Courtenay BC / Comox Valley

LUSH Valley Food Action Society is a Comox Valley based non-profit organization. We envision a region where healthy, local food is at the heart of community wellbeing.

We support the Comox Valley community to gain food-systems tools, engage in just and resilient local food systems and receive equitable access to nourishing food.

LUSH Valley offers :

• A diverse and inclusive work environment
• Opportunities for growth and learning
• Wellness benefit available immediately
• Health benefits available after successful completion of probationary period (three months)
• Three weeks paid vacation, plus one week during the winter holiday season
• Fresh food perks

ROLE SUMMARY :

LUSH Valley is seeking an Administrative Assistant to support our organization’s day to day office and administrative tasks, as well as communications and program operations.

The role includes administration and office reception : answering the phone, responding to emails and assisting walk-in clients in a helpful and friendly manner.

The position requires a high level of organizational skills, as tasks include filing, tidying, organizing and keeping office supplies stocked.

The role also includes program and communications support : registering participants in workshops, taking payments, making social media posts, writing blog posts and updating the website.

Strong verbal and written communications skills are required.

The ideal candidate has experience with spreadsheets, databases and Google Workspace. The Administrative Assistant will be supervised by and work collaboratively with the Administrative Manager and Warehouse Manager.

DESIRED QUALIFICATIONS :

• Reception and / or customer service experience
• Administrative experience and / or training
• Excellent organizational skills
• Experience in Google Workspace
• Working knowledge of WordPress
• Strong written and verbal communication skills
• Positive, friendly attitude
• Strong attention to detail
• Ability to multitask, take initiative and be flexible
• Ability to work effectively both independently, and with a diversity of staff, volunteers and other stakeholders
• Non-profit experience an asset
• Food systems knowledge an asset

ROLE RESPONSIBILITIES :

ADMIN (60%)

• Answer the phone, reply to emails and assist guests in a personable and professional manner
• Complete administrative tasks as they relate to general operations
• Maintain tidiness of the office spaces and purchase office supplies
• Take minutes at various meetings
• File documents electronically and maintain physical filing systems
• Train and support staff with administrative policies and systems
• Understand programs and initiatives, and respond to general inquiries from the public
• Make bank deposits and reconcile petty cash
• Ensure MailChimp mailing list is up to date
• Monitor the donor database, CanadaHelps, and send thank-you notes to donors
• Maintain the Volunteer Hub database
• Provide support while other staff are on vacation or leave
• Complete other administrative tasks as required

PROGRAM SUPPORT (25%)

• Process registrations for various workshops over the phone and in-person via Eventbrite
• Process payments (credit, debit, eTransfer and cash) over the phone and in-person via Square
• Record program statistics in Google spreadsheets and Monday.com
• Complete administrative tasks related to the Good Food Box program : managing customer data on Airtable and supporting client enrolment on Local Line
• Facilitate Good Food Box pick-ups

COMMUNICATIONS SUPPORT (15%)

• Copy-edit documents
• Assist with social media as directed
• Assist with the development of web and print materials using Canva
• Update the website using WordPress
• Support event planning and community outreach
• Support the coordination of fundraising events and campaigns
30+ days ago