Program and Administrative Assistant

Program & Administrative Assistant

Hybrid Role:
Vancouver office and home office

Full-time, Permanent position (35 hours per week)

Monday to Friday, 8:30 – 4:00 pm

AFOA BC, a non-profit organization, was founded in 1996 in response to the need for a united voice for those working in this province’s critical fields of Indigenous finance and administration. Being part of a larger, national body allows AFOA BC to participate in issues at a national level and gives our members access to additional resources and information, as well as a more comprehensive network of their peers.

AFOA BC has more than 300 members, and we continue to grow in our membership services and offerings. AFOA BC strengthens Indigenous communities by building leadership and management capacity through professional development and education. Learn more about us at: (Use the "Apply for this Job" box below)./

You are a proactive, organized, and detail‑oriented professional who thrives in a collaborative and supportive environment. You bring strong administrative capabilities, a commitment to excellent service, and a passion for supporting the growth and development of Indigenous Peoples.

You excel at keeping operations running smoothly behind the scenes—ensuring communications are clear, logistics are coordinated, and programs have the administrative support they need to succeed. You are also comfortable with basic financial administration and bring some bookkeeping experience that supports accurate record‑recordkeeping, expense tracking, and administrative financial tasks. At the same time, you are a warm and professional ambassador for the organization, supporting members, partners, and communities with respect and care.

Reporting to the Associate Executive Director the Program and Administrative Assistant plays a key role in supporting the smooth operation of AFOA BC’s programs, services, and daily organizational functions. You will provide comprehensive administrative, reception, and logistical support to ensure programs run efficiently, members feel welcomed and supported, and staff have what they need to deliver high‑quality services. This role is central to maintaining organized systems, coordinating program and event logistics, ensuring strong communication flows, and contributing to a positive and professional environment.

• Welcome visitors, callers, and members with professionalism, serving as the first point of contact.
• Monitor the main inbox and phone line, responding to or directing inquiries as needed.
• Support internal scheduling, meeting preparation, document handling, action-item tracking, and staff coordination.
• Maintain organized digital and physical filing systems and assist with day-to-day financial tasks (invoices, receivables, journal entries, and coding).
• Liaison with AFOA Canada regarding membership records and prepare monthly reports, follow up on unpaid dues and send out member mailouts.

• Support planning and delivery of programs, workshops, and training sessions, including registration and communication.
• Coordinate logistics such as materials, venues, catering, and supplies.
• Assist with travel arrangements for staff, facilitators, and participants.
• Track attendance and support follow-up and reporting.

• Assist with planning and delivering conferences, gatherings, and special events.
• Support vendor coordination, exhibitor communication, registration, and on-site logistics.
• Help prepare event materials, signage, name badges, and attendee packages.
• Provide welcoming on-site support to ensure a smooth and positive experience.

• Manage board and committee documentation, records, and confidential governance materials.
• Prepare agendas, materials, and maintain timely and accurate meeting minutes.
• Provide logistical support for board and committee meetings, including occasional evening or weekend work.

• Prepare newsletters, announcements, and program notices with accuracy and clarity.
• Maintain member and participant information within the CRM or other…