Job Posting – ADMINISTRATIVE ASSISTANT
Who We Are
Cascadia Architects is a 20-person architecture studio based in Victoria, British Columbia. The practice is led by Principal Architects Peter Johannknecht and Gregory Damant. The firm’s identity is rooted in their combined 60 years of practice in Victoria, Vancouver and Germany. Cascadia’s areas of practice include commercial, institutional, mixed use residential, interior design and custom residential. Our focus is on urban and in-fill projects. Attention to good urban design principles and sustainable construction systems such as LEED and PassiveHouse inform our methodology.
The Opportunity
We’re growing and looking for a talented Administrative Assistant to join our downtown Victoria team. The ideal candidate is a professional who is meticulously organized, self-directed, and has a love of both order and variety. This role needs to be a natural at anticipating needs, problem-solving, navigating technology, and prioritizing and executing tasks seamlessly.
Comfortable and happy to connect with both staff and clients, this role will act as the first point of contact and manage all aspects of office administration to allow our team to focus on what they each do best. Our top priority is finding the right fit: someone who genuinely cares for the people around them, enjoys work days that don’t look the same, and wants to keep growing with the same firm.
A Day in the Life…
Administrative Management
- Answer main phone line and direct calls
- Act as the first contact for all clients and vendors entering the office space
- Review and coordinate boardroom schedule/calendar
- Prepare boardroom for client meetings and clean up after the meeting
- Maintain inventory and re-stock office supplies and kitchen supplies
- Coordinate staff lunches and other staff events
- Oversee and coordinate general maintenance and repairs of the office as needed
- Handle all incoming and outgoing mail and courier services
- Support Principals and staff with meeting scheduling, reminders and calendar invites
- Manage general email account
- Coordinate annual insurance and licence renewals
IT Support and Management
- Act as first line of support for IT issues from staff and coordinate third-party support as needed
- Source and provide additional equipment as required
- Serve as the point of contact for VCIO and VITM for Cascadia’s managed IT provider
- Manage security passwords and resets for all staff
- Manage Telus security account and equipment
- Coordinate cyber-security training for all staff as required
- Establish IT standards and practices for record-keeping
- Manage all software licenses and renewals
Human Resources Management
- Onboard all new and returning employees
- Coordinate employee benefits enrollment
- Manage WorkSafe BC’s letter of compliance
- Maintain accurate employee records for bi-annual performance reviews
- Address and manage all HR-related enquiries
- Schedule and lead Bullying & Harassment training annually
- Coordinate recruitment activities and manage student co-op placements
- Create and manage job postings across multiple platforms
- Coordinate all interviews with potential employees and clients
- Maintain and revise up-to-date employee handbook to incorporate changes
- Drive staff engagement and culture-building activities
- Plan and book staff trips and coordinate pre-trip logistics
- Plan and execute seasonal staff events and gifts
- Organize employee training sessions and professional development opportunities
- Plan and organize company-wide volunteer days
What We Look For
- 3-5 years’ experience in office administration
- Tech savvy, including proficiency with MS Office Suite, virtual meeting set-up, and basic IT troubleshooting
- Ability to simultaneously see both the broader project scope and the finer details
- Exceptional verbal and written communication skills
- Detail-oriented and self-driven, with the ability to multitask and prioritize effectively
- Relevant administration coursework, diploma or degree will be considered an asset
- Prior experience with bookkeeping, especially in Quickbooks Online, will be considered an asset
- Monograph (), desktop publishing or social media management experience will also be considered an asset
What We Offer
- Work with great people in a positive and supportive environment
- Flexible work schedule, between 30-37.5 hrs per week
- Annual salary range between $50,000-$55,000 (based on full-time hours)
- 3 weeks paid vacation
- Extended Health Insurance package
- Annual professional development allowance of $1,000
- Paid week off between Christmas and New Year’s
- Annual company professional development retreat
- Bi-weekly office lunch or social events
To Apply
Please send your resume with your name + Administrative Assistant with Cascadia Architects in the subject line to careers@reimaginework.ca.
We come from a range of backgrounds and diverse lived experiences – this makes us better at what we do. We strongly encourage applications from all people including those from marginalized communities, such as BIPOC, LGBTQ2s+, and people with disabilities.
We can’t wait to meet you.
We thank all candidates for their applications; however, only shortlisted candidates will be contacted.
Job Types: Full-time, Permanent
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- Flexible schedule
- Paid time off
- Vision care
Schedule:
Application question(s):
- On a scale of 1-10, how would you rate your basic office IT troubleshooting skills (i.e. fixing headsets, connections, etc.)?
Education:
- Secondary School (preferred)
Experience:
- Administrative: 3 years (required)
Work Location: In person
Application deadline: 2024-08-02
