Administrative Assistant

Hogan’s Alley Society acknowledges that we work and organize on the ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and səl̓ílwətaʔɬ (Tsleil-Waututh) First Nations. We offer our commitment to working in good relations with First Nations, Metis, and Inuit peoples and to working in solidarity to address the long‑lasting impacts that colonialism, genocide, and systemic racism have had on Indigenous peoples.

Hogan’s Alley Society (HAS) is a Vancouver‑based non‑profit organization whose mission is to advance the social, political, economic, and cultural well‑being of people of African descent through the delivery of inclusive housing, built spaces, and culturally informed programming. For years, the Society has been a leading advocate for people of African descent in Metro Vancouver who have endured the legacies of so‑called urban renewal, residential displacement, and the attempted erasure from Vancouver’s historical narrative.

Reporting to the Director, Finance and Operations, the Administrative Assistant plays a central role in supporting the organization’s day‑to‑day administrative (including HR administration), coordination, and operational activities. The Administrative Assistant provides scheduling, meeting, documentation, communication, and workflow support across teams, while assisting with office management, basic financial administration, and internal coordination across program areas. This role contributes to the smooth functioning of organizational processes and supports staff by ensuring administrative systems are organized, timely, and aligned with HAS values and priorities.

As this is a newly established position, the scope of responsibilities will evolve over time in response to organizational needs, requiring flexibility, adaptability, and a willingness to take on new and varied tasks as the role develops.

You are highly organized and detail‑oriented, with the ability to manage multiple priorities in a growing, fast‑paced work environment. You are efficient at managing and transitioning between multiple tasks. You are flexible and adaptable, bringing a proactive and resourceful approach to problem‑solving and day‑to‑day tasks. As a collaborative and supportive team member, you work well with others while also demonstrating the ability to work independently and take initiative.

You are committed to the mission, vision, values, and philosophy of Hogan’s Alley Society, and you approach your work with professionalism, discretion, and respect for confidentiality, diversity, and inclusive practices.

• Provide administrative support across recruitment, onboarding, offboarding, employee record maintenance, and HR documentation.
• Support recruitment activities, including posting opportunities, coordinating interviews, communicating with candidates, and supporting a positive candidate experience.
• Coordinate onboarding and offboarding processes, including required forms, checklists, account setup, systems access, and follow‑up.
• Track and maintain HR compliance items, including work permits, vulnerable sector checks, training requirements, benefits updates, and other employee documentation.
• Prepare routine HR reports and support Work Safe BC incident submissions as required.

• Support day‑to‑day office administration, including mail, shared inboxes, routine correspondence, office supplies, equipment inventory, and general office coordination.
• Monitor shared inboxes, flag priority items, and follow up on outstanding requests, approvals, or documentation.
• Coordinate events and provide general administrative support to staff and leadership as needed.
• Support basic financial administration, including cheque deposits, invoice tracking, expense documentation, reimbursements, and approval packages.
• Assist with procurement, service coordination, and follow‑up on payment or documentation requirements.

• Maintain accurate data in trackers, contact lists, spreadsheets, databases, reports, and internal…