Administrative Assistant – Temporary

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Engaged HR Inc.

WebsiteLinkedInAll Job Openings

11 - 50 employees

👥 HR Tech

💼 Consulting

🤝 Non-profit

HR Tech • Consulting • Non-profit

Engaged HR Inc. is a human resources consulting company based in Victoria, BC that offers tailored solutions to organizations of all sizes across Canada. They provide a variety of HR services including recruitment, learning and development, and talent management. Engaged HR focuses on transforming workplace cultures by harnessing innovation and technology while promoting employee well-being, collaboration, and efficiency. They are known for their customized approach that reflects the unique culture, goals, and needs of each organization. Additionally, Engaged HR offers pro bono HR services to non-profit organizations through their Engaged for Good program and hosts dynamic events like DisruptHR to foster community and innovation within the HR sector.

📋 Description

• Provide proactive administrative support to the Co-CEOs and Leadership Team, including calendar management, scheduling, meeting preparation, correspondence tracking, and follow-up • Coordinate complex scheduling across internal and external stakeholders, including meetings across time zones • Monitor priorities, flag urgent matters, and support effective information flow across the organization • Prepare, compile, organize, and maintain documents, reports, and materials needed for meetings and leadership activities • Use discretion and sound judgment when handling confidential, sensitive, or time-sensitive information • Coordinate administrative processes related to corporate travel, expenses, credit card reporting, invoicing, deposits, mail, shipping, and vendor coordination • Maintain accurate organizational records, contact lists, templates, and filing systems • Support internal surveys, feedback processes, appreciation initiatives, recognition activities, and other administrative programs • Coordinate materials, inventory, gifting, and other operational supports as required • Support data accuracy and documentation practices across internal systems • Maintain organized, accurate, and accessible document management systems • Support updates to organizational templates, letterhead, forms, and shared files • Promote consistent file naming, document storage, and version control practices • Assist with annual and periodic administrative documentation, including tax, insurance, and employment-related records as required • Coordinate assigned projects and initiatives, including the CHN Scholarship Program and other organizational priorities • Support planning and logistics for meetings, AGMs, National Meetings, and other in-person or virtual events • Coordinate travel, accommodations, meeting materials, recordings, room bookings, meals, and related logistics as needed • Perform other related duties as assigned.

🎯 Requirements

• Minimum of 3 years of relevant administrative experience • Post-secondary education in business administration, office administration, or a related field preferred • Experience supporting senior leaders, remote teams, or cross-functional organizations is an asset • Experience working with international students or culturally diverse stakeholders is an asset • Strong administrative, coordination, planning, and organizational skills • Ability to work independently in a remote environment while managing multiple priorities • Excellent attention to detail and follow-through • Strong written and verbal communication skills, including editing and proofreading • Ability to exercise discretion, confidentiality, and sound judgment • Strong interpersonal skills and ability to work professionally with colleagues, leaders, clients, partners, and external contacts • Ability to prioritize work, anticipate needs, identify issues, and recommend practical solutions • Flexible, service-oriented, and collaborative approach • Strong proficiency with Microsoft 365; experience with FileMaker is an asset • Basic to intermediate reporting, tracking, and data accuracy skills.