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Administrative Assistant for Charitable family organization

Vancouver, BC
Full Time
2 days ago

We have a unique opportunity for an Administrative Assistant to provide support to a private, charitable family foundation in Vancouver. 

The role is responsible for providing administrative support for day-to-day operations, which includes documentation, filing, setting up Board Meetings, taking minutes, site visits and ongoing communication on behalf of the Foundation. The incumbent is integral to the success of operations and provides valuable support to the Foundation Directors.  Reports to the Executive Director.

Our ideal candidate has previous non-profit experience and is comfortable with a high degree of autonomy in a small office environment.  You possess superb judgement, impeccable integrity and the maturity to handle sensitive information with care and confidentiality.

Specific Accountabilities:

  • Open Foundation mail; scan and submit proposals and grant requests to the Executive Director
  • Assist the Executive Director with all aspects of the Board meetings including meeting room preparation, coordinating the catering, collating of Board materials and recording and typing minutes
  • Manage the Foundation’s grants including evaluating grant requests and prepares grant proposal summary
  • Helps monitor performance and progress of organizations receiving grants
  • Electronic and paper file maintenance
  • Maintain contact lists
  • Reconcile Foundation bank accounts monthly
  • Compile financial information necessary for the preparation of financial statements by a third party on a monthly basis.
  • Communicate with non-profit agencies and the general public about the Foundation’s grantmaking priorities
  • Website maintenance
  • Prepare and edit reports, speeches, quotes and letters for Executive Director
  • Assist with booking travel arrangements and personal appointments when necessary


  • Minimum of 5 years’ relevant experience in an administrative support role
  • A post-secondary diploma or certificate is preferred
  • Strong computer skills including MS Word, Excel and PowerPoint
  • Database administration experience
  • Zoom (or similar) Meetings experience
  • Exceptional attention to detail and strong organizational skills
  • Above-average communication skills
  • Experience working in a non-profit foundation or organization or family office is an asset
  • Class 5 BC Driver’s license, clean driving record and access to a reliable vehicle

Salary in the $60-70k range, commensurate with skills and experience.  Please send your resume to the attention of Kristel Rundmann.

Administrative Non-profit