Job Description

General Description of Position:

The administrative assistant is a valued member of the Operations team. This position is vital in supporting the day - to - day operations of RAVEN while maintaining accurate financial reports and positive relationships with donors. The ideal candidate is highly motivated, organized, comfortable with maintaining financial records, and able to learn new technology efficiently. 

This is an entry-level position and we are willing to provide training to someone who may not meet all requirements, should we feel they would be a strong addition to the team.

Knowledge, skills, and abilities required

1. General reception duties

2. Office administration

3. Knowledge and familiarity with financial management

4. Inter-departmental support and communication

5. Demonstration of cultural sensitivity and ability to work effectively with Indigenous Peoples

6. Understanding of operations in a non-profit, charitable organization including support for Board of Directors.

Education and Experience Desired

1. Experience in business, outreach accounting, human resources, or client facing roles (other backgrounds may be considered).

2. Experience working in non-profit and/or charitable organizations.

Details of Role:

Operational Assistance: Oversee and provide leadership in day-to-day operations and functions, including office administration.

1. Use computer word processing, spreadsheets, and database software to prepare reports, memos, and documents

2. Sort and file incoming correspondence and mail

3. Prepare and send outgoing faxes, mail, and courier parcels, including routine distribution of tax receipts and newsletters

4. Assist with purchase, receive, and store office supplies ensuring that basic supplies are always available

5. Assist with records management, and code and file material according to the established records management procedures

6. Update and assist in the accuracy of the organization's operational files

7. Back-up electronic files using proper procedures

8. Support staff/internal events in collaboration with other staff 

9. Other administrative duties as required 

10. Assisting with event planning, particularly logistics & outreach.

11. Donor communications

12. Newsletter input, testing, and scheduling

Financial Coordination and Bookkeeping Support

13. Process and manage data entry of incoming donations

14. Assist with financial reports as required

15. Provide organizational CRM support

16. Help manage and organize invoices and financial statements

17. Provide tax receipt support in collaboration with the Operations Specialist, including monitoring a tax receipt inbox

18. Support accounts payable and receivable as directed by Operations Manager

19. Prepare bank deposits and deposit cheques at the bank

20. Support the Executive Director and Accountant in all aspects of financial management 

21. Support completion of the annual charity and tax returns

22. Support disbursements, payroll and invoicing

Provide Board support 

23. Assisting with the timely distribution of material to the Board

24. Support the Board with meeting, travel and other arrangements

Results and outputs expected for this role

1. Operational decisions are supported and implemented for maximum organizational effectiveness

2. Administrative assistant helps ensure that accounting is up to date, and managed according to best practices

3. Supports the development of policies and procedures that are updated and promote effective, efficient, accurate and innovative practices

4. Employees know what is expected of them, are well trained, feel supported, and know where to find information and resources

Behaviours that support success in the position

1. Protects and respects confidential information

2. Engages professionally both internally and externally

3. Demonstrates respect for Indigenous values and culture

4. Takes leadership and initiative, always looking to improve the status quo

Decision-making authority

Independent Decisions (can make on own, without need for approval)

• Filing documents and donor queries follow-up.

• Updating of materials that support recruitment, onboarding, training, asset tracking 

• Improvements to accuracy and integrity of data tracking and reporting

Dependent Decisions (must get supervisory approval to implement)

• Updating of manuals (Operations Manual, Employee Handbook)

• Changes that impact relationships with Nations, government or donors

• Accounting processes and decisions

Input Only (involvement in decision is limited to providing input)

• Yearly audit process

• Submission of charitable returns and annual report

• Financial decision-making and reporting

• Annual budget and financial planning

• Policy development or changes, both internal and external with government/ other stakeholders

Salary: 

$52,124.04 - 56,293.96

Working Conditions:

• This is an in-person position that will be based out of the RAVEN office in downtown Victoria. This position involves working mainly indoors and may also involve work at events that may be outdoors, at other venues, or require you to participate outside of regular working hours.

• Occasional lifting of equipment such as computers, chairs, or comparable items up to fifteen (15) kilograms may be required.

• Extended periods working at a computer may be expected.

Additional Information: 

In addition to salary, RAVEN offers generous benefits, including 2 weeks paid vacation to start, 5 sick days, 91 health and wellness hours, 14 statutory holidays, paid time off during winter closure, paid medical and dental insurance, annual professional development stipend, and supportive working environment.

The application deadline is November 17th, 2025. Interviews will be conducted on a rolling basis, and only qualified applicants will be contacted. Please submit your cover letter and resume to operations@raventrust.com with the subject line “Administrative Assistant Application”.

RAVEN thrives when our team reflects the diverse communities we serve. We warmly invite Indigenous people, people of colour, LGBTQIA2S+ individuals, and members of other marginalized groups to apply and bring their unique perspectives to our work. If you feel comfortable, please self identify and let us know if you require any accommodations during the hiring process. 

Disclaimer | This job description is meant as a general guide to the position and may not be inclusive of all responsibilities, expectations and conditions that arise during employment. From time to time this description will be reviewed and may be adjusted.