26 Office Administration jobs in Victoria

Job Description

POSITION: OFFICE MANAGER

HOUR OF WORK: FULL-TIME, PERM., (35 hrs/week)

REPORTS TO: BAND MANAGER

WAGE: $35.00 to $45.00/hour

PROGRAM

The Administration Department is responsible for the overall management of the operating, capital and financial affairs of the Tsawout First Nation (TFN), and for the direct management of the day-to-day operating, delivery and administration of the Nation’s policies and programs.

PURPOSE OF THE POSITION

The Office Manager is responsible to organize, coordinate, and schedule functions and activities of the Administration office of TFN. The position provides administrative and clerical support to the Band Manager and the TFN departments.

DUTIES AND RESPONSIBILITIES

• Orders supplies for the office and ensures a consistent supply of inventory is available.
• Coordinates the processing of orders and receipt of all supply orders including delivering products to the appropriate departments.
• Maintain the inventory of stationary and ensure that all printer areas are tidy and properly stocked.
• With approval of the Band Manager, orders office furniture and oversees office set-ups and internal moves by scheduling staff accordingly, informing IT and updating staff listings with any changes to phone extensions.
• Oversees all aspects and responsibilities for the Administration receptionist role and provides backup when required.
• Oversees and coordination of internal meeting room booking/catering requests, answering in a timely manner with confirmation emails, scheduling the staff required for set up, take down and clean up.
• Oversees all aspects and coordination of external facility booking/catering requests, answering in a timely manner with confirmation emails, creating the contract agreement, receiving payment, scheduling the staff required for set up, and take down, and clean up.
• Oversees all aspects of issuing/returning keys and fobs for/from employees, utilizing Kantech and keeping up to date records, as well as contacting locksmiths for key cutting and/or repairs.
• Oversees all sign-out and sign-in of the Clickshare for meeting spaces; keeps the Clickshare in a safely locked space and only gives out when requested with a booking and sign out sheet has been signed.
• Ensures that all office printers are equipped with ink/toner and equipment is serviced on a regular basis and sending recycling of ink/toner to appropriate destinations.
• Monitor security cameras and report any concerns to the proper authorities/managers.
• Overseeing the ordering of name plates for offices, meeting rooms and various other locations.
• Communicates and responds to routine requests or inquiries via telephone, email or in-person.
• Plans and reviews administrative services duties to promote and maintain
• Liaisons with contractors (IT provider, Phone System, Security, VoIP, etc.) as required to forward issues as identified by managers.
• Specializes in various program and administrative disciplines including records management, communications, organization and scheduling
• Assists with mail outs and processing debit/credit card transactions for activities such as special events or tax payments.
• Participates in relevant training and workshops identified by the Band Manager.
• Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these.
• Attends departmental meetings and events as required.
• Exercises high degree of tact and diplomacy with the TFN Membership and all Band contacts.
• Maintains strict confidentiality and exercises sound judgment and discretion at all times.
• Presents a professional, confidential, positive and helpful attitude at all times.
• Promotes a safe workplace, ensures that all established safety procedures are followed.
• Carries out other duties essential to the position as directed by the Band Manager.

EDUCATION AND EXPERIENCE

• Grade 12 graduation (Dogwood or BC Adult Graduation Diploma); and
• 3 years’ experience working with a First Nation organization in an administrative position; or
• An equivalent combination of education and experience;
• Post-secondary diploma or certificate/training in business or office administration required;
• Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
• Experience maintaining records, filing and correspondence tracking, coordinating meetings, and drafting correspondence;
• Vulnerable Sector Criminal Record Check required as a condition of employment.

KNOWLEDGE, SKILLS, AND ABILITIES

• Sound knowledge of routine office practices, systems and procedures; and of the proper form of business letters and business English;
• Sound knowledge of word processing, spreadsheets, presentation and publisher using Microsoft Office;
• Sound knowledge of creating formal minutes, and professional documents or presentations;
• Sound organizational skills and extremely detail-oriented;
• Advanced verbal and written communication skills including the ability to provide, obtain or follow clear, concise and accurate information orally and in writing (including spelling, grammar, context and structure);
• Ability to exercise initiative and courtesy and to assess situations and recommend solutions;
• Ability to work independently with limited direction, act on own initiative, set own priorities and meet tight or changing deadlines;
• Ability to maintain strict confidentiality and to exercise sound judgment and discretion when dealing with sensitive issues;
• Ability to foster and maintain positive working relationships with colleagues and external contacts;
• Strong work ethic including the ability to take initiative; to attend work on a regular and consistent basis, and to demonstrate a collaborative approach to problem solving.

OTHER FACTORS

Culture/Language

Respect for and working knowledge of the WSANEC culture is required.

Personal Attributes

The Office Manager maintains strict confidentiality in performing their duties and demonstrates the following personal attributes: Respect, Empathy, Strength, Pride and Equality

Our Benefits package includes:

• Medical insurance
• Dental insurance
• Vision insurance
• Long-term disability insurance
• Life insurance

Apply now and join our team!

Would you like to be part of a dynamic, fast-paced, award-winning local government organization? A team that prides itself on providing effective customer service focused local government services for residents? Do you have the right attitude, qualifications, and superior people skills for the job? If so, we invite you to apply to be a Parks Administrative Assistant with the City of Langford

The Parks Administrative Assistant provides a variety of administrative support services to the Parks, Recreation and Facilities Department, the City of Langford, and its residents. As the Parks Administrative Assistant, you will be the first line of administrative support and customer service to the department, providing support to various programs, scheduling meetings and appointments, organizing presentations, and responding to inquiries over the phone, by email, or in person. You will also create and process work orders, reconcile invoices, and collaborate with other departments for developing marketing and educational materials. If you are a self-starter, have a strong attention to detail, and want to work in a dynamic fast paced environment, then this is the position for you

Qualifications for this position include:

• Post-secondary diploma in office, business, or public administration and three (3) years' related experience (or an equivalent combination)
• Proficiency in a variety of computer systems and software applications, including Microsoft Office. Knowledge of SharePoint and CityWorks is an asset
• Ability to communicate effectively both orally and in writing
• Strong attention to detail and high degree of accuracy amidst frequent interruptions
• Excellent customer service, along with a positive can-do attitude, and a strong work ethic
• Ability to process information and address shifting work priorities with a high degree of flexibility and adaptability
• A sense of humour, with the ability to take your work seriously but not yourself

The salary range for this regular, full-time position is $37.23 to $41.37 per hour. Please refer to the Careers page of our website at for more information and a detailed job position description.

To apply, please submit your resume and cover letter by e-mail to (identify the position you are applying for in the subject line of your e-mail). Applications will be accepted until noon on September 25,

We thank all applicants for their interest; however, only those selected for interview will be contacted.

Education : College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years

Experience : 3 years to less than 5 years

Job Description

Salary: $31.41 to $2.97 per hour, depending on years of service.

Administrative Assistant, Boarding

Regular

Internal/External

Posting Date: Sept 30, 2025

Closing Date: Oct 12, 2025

Posting #

Hours

Tuesday-Friday, 28 hours per week. Some Saturday work may be required.

10 month annual schedule

Beginning October 2025

Salary

Starting wage of 31.41 per hour. Range of 31.41 - 32.97 per hour, depending on years of service at SMS.

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 Programme, and we are a candidate school for the IB Middle Years Programme (MYP).

Reporting to the Manager, Boarding Operations, 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.
• Respond to telephone, e-mail, and in-person inquiries from students.
• 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.
• 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, Staff Supplement Instructions, 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 3 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.
• Successfully obtain a Ministry of Justice criminal record check clearance.

Required Knowledge, Skills & Abilities

• Ability to interact with children, parents, staff, Administrators, and the public is required.
• Excellent writing and oral communication skills, proofreading and the ability to pay close attention to detail in all areas of work.
• Proven ability to identify, assess, and analyze issues and utilize problem-solving and decision-making skills as necessary to provide efficient and effective services.
• Excellent organization and time management skills with the ability to work independently to plan and prioritize tasks efficiently to meet deadlines, and ability to take initiative and follow standard business practices.
• Strong interpersonal and customer service skills and demonstrated poise, tact and diplomacy and ability to use discretion and good judgment.
• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
• Proven ability to maintain meticulous records, paper and electronic filing systems and basic data management.
• 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 work in a busy office setting, fast-paced environment, requiring ability to focus and pivot.
• Flexibility and adaptability to assess needs and provide assistance.
• Maintain a positive and professional image at all times.
• Actively support the vision, mission.

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 while the School encourages and accepts external applications, qualified internal candidates are considered first for this opportunity.

Interested candidates are invited to submit an application package, including a covering letter, curriculum vitae and professional references, through Bamboo HR, by October 12, 2025.

Questions email

Job Title: Administrative Assistant Work From Home - Remote Panelists

Part-Time Focus Group Participants - Remote Work From Home (Up To $850/Week)

Our company is seeking individuals to participate in National & Local Paid Focus Groups, Clinical Trials, and Phone Interviews.

With most of our paid focus group studies, you have the option to participate remotely online or in-person. This is a great way to earn additional income from the comfort of your home.

We need participants on the following topics:

• Child Related (individuals with children 18 yrs or younger)
• Cell Phones (Apple, Android, or Windows.Prepaid or Contract)
• Entertainment (TV shows, movies, and video games)
• Food (If you buy fast food, casual dining, or upscale dining)
• Sports (Casual viewers and die-hard fans)
• Electronics (Tell us which devices you prefer and why)
• Pets (Animal lovers needed! Dogs, cats, and other pets)
• Automobiles (Do you own, make payments, or lease your vehicle?)

• Show up at least 10 minutes prior to discussion start time.
• Participate by completing written and oral instructions.
• Complete written survey provided for each panel.
• MUST actually use products and/or services, if provided. Then be ready to discuss PRIOR to meeting date.

• Must have either a smart phone with working camera or webcam on desktop/laptop.
• Must have access to a reliable internet connection
• Desire to fully participate in one or several of the above topics
• Ability to read, understand, and follow oral and written instructions.
• Administrative Assistant experience is not necessary

• Flexibility to take part in discussions online or in-person.
• No commute needed if you choose to work from home remotely.
• No minimum hours. You can do this part-time or full-time
• Enjoy free samples from our sponsors and partners in exchange for your honest feedback of their products.
• You get to review and use new products or services before they are launched to the public.

• $5- 150 (per 1 hour session)
• 300- 850 (multi-session studies)

You must apply on our website and complete questionnaire to see if you qualify.

This position is perfect for anyone looking for temporary, part-time or full-time work. The hours are flexible and no previous experience is needed. If you are an administrative assistant or someone just looking for a flexible part time remote work at home job, this is a great way to supplement your income.