21 Administrative Staff jobs in Victoria

Job Description

Salary: $65,000-$0,000

Baker Tilly Victoria is one of the largest locally owned and operated accounting firms in Victoria. With over 60 staff members and three locations, Uptown, Sidney and Westshore, Baker Tilly can offer clients a wide range of business advisory, auditing, accounting and Canadian/US tax planning and compliance services.

We are seeking a inclusive and collaborative Administrative Manager to lead the administrative team. The Administrative Manager will oversee all administrative functions, ensuring the office runs efficiently and professionally. This role involves supervising administrative staff, optimizing workflow, managing resources, and helping improve internal processes.

Primary duties:

• Oversee queues, general administrative processes and overall workflow to ensure deadlines are met, tasks are complete and professional standards are upheld.
  
• Assist in interviews and provide training to new hires.
• Provide on-going training for existing administrative staff.
• Act as a liaison between administrative staff and Managers/Principals on process related concerns, successes, and challenges; Offer suggestions for improvement.
  
• Stay current with administrative processes and ensure team compliance with established standards.
• Manage and approve time off requests.
• Approve expense reports; Oversee office supply expenses.
• Allocate admin tasks appropriately; Roll out new processes as needed.
• Prepare and host weekly administrative meetings and facilitate open communication through team chats and discussions.
• Conduct staff performance assessments.
  
  
• Attend monthly manager meetings.
  
• Support accounting staff with miscellaneous tasks and projects as needed.
  

Other duties:

When not actively performing manager duties, the Administrative Manager will also assist with regular administrative tasks as needed which may include:

• Answering calls and assisting with in-person client inquiries and emails.
• Distributing the office mail and arranging daily couriers.
• Scheduling client meeting and managing various calendars.
• Process client payments, issue receipts, and maintain accurate payment records.
• Assembly of various tax return packages, and electronic filing of corporate tax returns

Skills and attributes:

• Team player; Ability to build effective workingrelationships with various personalities.
• Strong attention to detail and accuracy.
  
• Strong time management skills.
• Ability to handle sensitive information with confidentiality and discretion.
• Excellent skills in organization and communication.
  
• Flexibility to travel between offices to providesupport.
  
• Proficiency in Microsoft Office applications.
  

Experience:

• Previous management experience required.
• Minimum education: Highschool. Additional management or administrative training is an asset.

Pay: 65,000 - 70,000/year

Vacation: 4 weeks to start

Schedule: Monday to Friday, 8:30am - 5:00pm; one hour unpaid lunch.Small adjustments are made in March/April (8am-5pm) and July/August (8:30am-4:30pm). Overtime required in March and April

Benefits: Health spending account; RRSP matching; Long term disability; Life insurance; ADEmployee and family assistance plan; Travel insurance.

Location: Uptown, Westshore or Sidney.

About Baker Tilly:

Baker Tilly is a full-service accounting and advisory firm that offers industry specialized services in assurance, tax and advisory. At Baker Tilly, we are ready now, for tomorrows challenges. We believe in the power of great relationships. We lead and listen for great conversations. We channel change into progress for great futures

Baker Tilly Victoria Ltd. is a member of Baker Tilly Canada Cooperative, which is a member of the global network of Baker Tilly International Limited. All members of Baker Tilly Canada Cooperative and Baker Tilly International Limited are separate and independent legal entities.

Job Description

Administrative Support
We’re looking for a detail-oriented Administrative Support specialist to assist our Accounting Department. While this role is primarily administrative—focused on organizing documents, managing correspondence, and supporting the team with various office tasks—some familiarity with accounting processes is a plus. This is not an accounting position, but an understanding of cash handling practices and general accounting terminology can be beneficial. If you thrive in a structured environment and enjoy keeping operations running smoothly, we’d love to hear from you

This is a temporary in-office position, based out of our Langford head office, to provide coverage during parental leave, with an expected duration of approximately 9 months. The preferred start date is September 1, 2025.

This is YOU to a ‘T’:

• You are confident, kind, patient, a great listener and above all else have a team centric approach.
• You build consensus within diverse groups and manage expectations clearly.
• You diffuse situations and handle conflict and negative emotions effectively.
• You enthusiastically support positive changes and see opportunities rather than challenges.
• You take initiative and go above and beyond to get things done. You're always ready to step up and contribute wherever needed.
• You have a sense of humor and have fun.
• You create systems to keep organized and stay on top of lots and lots of emails and tasks.
• You love learning, setting goals, and are open to guidance and feedback.

The role day to day:

• Assist with various administration/office duties such as mailing, filing, and scanning.
• Update and maintain our property management database.
• Handle confidential documents with complete discretion.
• Effectively support the Accounting Supervisor and team.
• Work with the Arrears team whose core responsibility is the delivery of positive, appropriate, and sustainable outcomes for our clients, which help them to maintain and regain financial stability.
• Assist with answering department office phone calls and transferring them to the appropriate person where needed.
• Verify cash deposits
• Follow office and company protocol regarding service.
• Attend regular meetings.
• Positively represent the company in the community.
• Provide in office support to remote members of the accounting department.
• Other duties as required.

A little about us:

• We are friendly, hardworking and a little weird.
• Our purpose is helping people live and grow together in every way possible.
• Our paradigms we strive for are Rebellious Optimism, Wholehearted Togetherness, Insidious Joy, Radical Transparency and Relentless Incrementalism and our Purpose is helping people live and grow together.
• Do you want to know more? Visit our website

Experience & Qualifications:

• Must possess a high level of moral judgment for handling confidential information and monetary transactions.
• Effective attention to detail and a high degree of accuracy.
• Excellent typing and knowledge of computer systems including Outlook, Word and Excel is required.
• Valid driver's license and reliable motor vehicle is an asset.
• Clean criminal record check.
• Ability to handle multiple things going on at once including multitasking, meeting deadlines, and maintaining clear communication with the team and clients.

Position Details:

• This is a temporary, full-time, in-office position. However, we also welcome applications from qualified part-time candidates who can commit to at least 20 hours per week, with a set schedule of Monday to Friday, 9:00 AM – 2:00 PM.
• $40,000-44,000 annually to start, based on experience and qualifications; $0.51- 22.56 per hour, if not working a full-time schedule of 37.5 hours per week.
• Office hours are Monday through Friday, 8:30 am – 5 pm, with a 1-hour lunch break.
• Weekends and statutory holidays off.

Other Details:

• Wellness and Social Committees.
• RRSP matching.
• Health Benefits.
• Paid days off on your birthday and job anniversary.
• Paid volunteer days and other volunteer opportunities.
• Monthly get-togethers for lunch.
• Seasonal staff parties.
• Employee referral program.
• Education reimbursement program.
• Opportunities for growth.

We are looking for someone who will fit in well with our values and the team. To apply for this position, please submit your resume and cover letter outlining why you will be a great fit for the Administrative Support role with us. We are looking forward to reviewing your application!

Please note that only selected for the interview process candidates will be contacted.

With 55+ employees, 3 offices, and over 39 years in the business of property management, we are a friendly, interactive and hardworking group of people focused on developing and improving our organization and contributing to our community. We offer fun and professional working environment, maintaining an inclusive, small business feel while constantly striving to improve and develop as a company. We welcome team members who approach each day with positivity and enjoy working to help others live and grow together.

Job Description

Salary: $22-$24 per hour

SeaFirst Insurance Brokers are insurance specialists. Our rapidly growing company has been providing our clients with the finest in general insurance services for over 40 years. We are proud to be the largest general insurance brokers on the Saanich Peninsula, with offices in Brentwood Bay, Saanichton, Sidney, Oak Bay, Westshore, and Salt Spring Island. It is our philosophy to provide our clients with professional service, while at the same time maintaining a positive work environment for our employees.

We are looking for an experienced Administrative Assistant to provide administrative support to our Saanichton office and other office locations as needed.

This is a temporary position until the end of December 2025 with the potential to move to full-time permanent employment.

If you are interested in working for a local, community-oriented insurance brokerage, please connect with us we want to hear from you!

What Youll Do:

• Greet and assist clients in person, by phone, and via email
• Manage incoming and outgoing mail, couriers, and faxes
• Process daily deposits and handle petty cash reconciliation
• Monitor shared inboxes and voicemail, and direct inquiries appropriately
• Support general office organization, supply ordering, and maintenance coordination
• Assist with document processing, renewals, and admin tasks as needed
• Communicate and collaborate with other departments to support smooth operations
• Contribute to special projects and provide internal team support

What you bring:

• 12 years of administrative or office experience
• Strong customer service and communication skills
• Proficiency with Microsoft Office and general computer systems
• Excellent multitasking, time management and problem-solving skills
• High attention to detail and accuracy
• A typing speed of 45+ words per minute
• Positive, professional demeanor and a team-player attitude
• Ability to take initiative, adapt to change, and support others
• Access to a reliable vehicle (some driving required)

What we offer:

• Extended health & dental benefits + health spending account
• RRSP/TFSA matching
• Paid time off
• Bonus and overtime pay
• Fitness and wellness subsidy
• Employee & family assistance program (including mental health support)
• Frequent company events and a fun, inclusive culture
  
  

Where and when you will work:

• Saanichton and other locations as needed
• Monday to Friday, 8:30am 5:00pm
• Temporary, Full-time employment until the end of December 2025 (40 hrs/week)
  
  

Application Information:

Please apply by submitting your resume and cover letter. If you are interested in viewing the full job description,please click here.

Navacord is actively committed to supporting diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities. We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply.

This posting will remain open until filled.

Job Description

Salary: $31.41

Administrative Assistant, Boarding

Temporary

Internal Only Posting

Posting Date: July 7, 2025

Closing Date: July 20, 2025

Posting # 2025034

Hours

30 hours per week.
Beginning August 18, 2025, to June 19, 2025

Salary

Wage per hour $31.41 per hour.

This is a bargaining unit position, in the Professional Employees Association.

All candidates must be legally able to work in Canada.

Summary

St. Margarets School (SMS) is Western Canadas only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada on the unceded traditional territories of the Esquimalt Nations, Songhees Nations, and WSNE Nations. Founded in 1908, SMS is an international centre for girl-centered learning and leadership development, providing empowering education for girls from Junior Kindergarten to Grade 12 (boarding grades 712). St. Margarets School is an International Baccalaureate (IB) School offering the Diploma Program.

Reporting to the Director, Boarding, this position is a key link in the smooth and efficient coordination of daily boarding operations and boarding communication in the school. The Administrative Assistant, Boarding will provide a wide variety of clerical support to school administration. This includes coordinating and communicating Boarding office activities, general receptionist duties, keep Boarding records current, generate weekly communication between the School and parents, assist in organizing activities for Boarding students, perform confidential duties for the Director of Boarding, and other duties, relevant to the position assigned as required.

Core Competencies

• Integrity & Trust
• Service Orientation
• Adaptability
• Innovation
• Resilience
• Professional Knowledge
• Communication & Collaboration

Duties and Responsibilities

• As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
• Coordinate all student leave requests, new host requests, and travel forms.
• Assist with Boarding activities paperwork, collecting and tracking completed forms from parents, preparing trip cards, and student medical lists.
• Assist with the research and development of the Boarding WILD curriculum, compile data, and prepare papers for consideration and presentation by the Director of Boarding.
• Respond to telephone, e-mail, and in-person inquiries from clients, staff/students' families, business partners, and other parties.
• Refer all inquiries to the appropriate individuals or departments across the organization.
• Analyze incoming and outgoing memos, reports and other company related documents.
• Type forms, letters, reports, memos, and school documents as necessary.
• Organize, maintain, and coordinate office records and files in their proper locations.
• Where necessary, assist in the compilation of data for various reports.
• Coordinate the logistical aspects of Boarding programs, workshops, special projects, and events.
• Provide information to staff about special activities.
• Ensure all forms and reports are completed as needed.
• Assist with evacuation procedures in the event of an emergency.
• Receive and distribute all forms of paper correspondence.
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence for the Boarding office.
• Prepare agendas and make arrangements for meetings.
• Accurately record, transcribe, and distribute meeting minutes.
• Maintain student records, and work with Boarding database vendor to ensure accuracy.
• Co-ordinate the preparation and submission of various documents, summary reports and presentations for the Director of Boarding.
• Liaise with departmental and corporate officials and with other organizations and associations on behalf of the Director of Boarding.
• Maintain a high level of confidentiality in all interactions.
• Maintain and update the Boarding Handbook and Boarding calendar, as required.
• Other duties, relevant to the position, shall be assigned as required.

Required Education & Experience

• Office Administration Diploma, or equivalent combination of training, education, or experience.
• Minimum 5 years' experience as a Secretary or Administrative Assistant is considered an asset.
• Experience, sensitivity, and awareness of working within a multi-cultural environment.
• Experience working in an educational environment is an asset.

Required Knowledge, Skills & Abilities

• The ability to interact with children, parents, staff, Administrators, and the public is required.
• Computer literate and proficient use of various office-based software including Microsoft Office
• and Google Suite and proficient with office related technology, typing and data entry skills.
• Ability to communicate efficiently, effectively, and accurately with all members of the school community.
• Ability to work in a busy office setting, fast-paced environment, requiring ability to focus and pivot.
• Strong oral communications skills.
• Excellent spelling, punctuation, and grammar skills.
• Strong interpersonal and customer service skills and demonstrated poise, tact and diplomacy and ability to use discretion and good judgment.
• Flexibility and adaptability to assess needs and provide assistance.
• Work requires confidentiality.
• Organizational and time management ability, including attention to detail in all areas of work.
• Self-directed and ability to take initiative.
• Ability to successfully obtain a Ministry of Justice criminal record check clearance.
• Always maintain a positive and professional image.
• Actively support the vision, mission.
• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
• Able to maintain filing systems and basic databases.
• Excellent analytical and problem-solving skills.
• Meticulous records maintenance skills.
• Superior telephone manners and strong interpersonal skills.

Valued Benefits

A career with St. Margarets School will offer you the opportunity to be part of dedicated team of professionals in a dynamic and rewarding educational environment. This position is located on the school campus, with access to rapid transit, on-site gym, and other amenities.

St. Margaret's School emphasizes a dedication to equity, diversity, and inclusion across living, learning, and work environments. The school aims to have its workforce mirror the diversity of students and the community. Actively encouraging applications from groups facing historical or current equity barriers, the institution is committed to fostering an equitable, diverse, and inclusive community. Employees needing employment support, technical aids, or accommodations, are encouraged to contact Human Resources

Please note that this is an Internal only posting and external candidates will not be considered.

Interested candidates are invited to submit an application package, including a covering letter, curriculum vitae and professional references, through Bamboo HR, by July 20, 2025, to:

Questions email