Administrative Assistant & Office Coordinator

Location: hirify.global Vancouver Campus, Vancouver, BC, Canada; onsite

Salary: $4,594.00–$4,827.00 CAD monthly

Company

hirify.global is a university focused on research, innovation, learning, and inclusion.

What you will do

• Provide senior administrative and secretarial support to three Associate Deans, including calendar management, documentation, meetings, events, and travel arrangements.
• Coordinate academic award, fellowship, prize, nomination, application, adjudication, and payment processes.
• Organize workshops, luncheons, advisory meetings, committee activities, and other Faculty of Science events.
• Compile data, maintain award databases, prepare submissions, and process reimbursements and credit card reconciliations.
• Coordinate reception, office equipment and supplies, mail, facilities requests, access control, and key requests.
• Support workplace safety activities, onboarding orientations, front-desk coverage, and administrative backup functions.

Requirements

• High school graduation, a two-year post-secondary diploma, and four years of related experience, or an equivalent combination.
• Intermediate Microsoft Office skills, including Word, Excel, PowerPoint, and online systems.
• Excellent organization, prioritization, communication, and business writing skills.
• Ability to manage multiple priorities, work under pressure, exercise judgment, and handle confidential matters with discretion.
• Ability to work independently and collaboratively with diverse university stakeholders.
• Ability to operate office equipment and physically set up meeting rooms, including catering, tables, and A/V equipment.

Nice to have

• Relevant senior administrative experience at hirify.global.
• Knowledge of university policies and procedures.

Culture & Benefits

• Full-time ongoing staff position with union representation under CUPE 2950.
• Work within the Faculty of Science Dean’s Office and collaborate with faculty, staff, students, leadership, and external agencies.
• Commitment to equity, diversity, inclusion, and respect for diverse perspectives.
• Opportunity to support research, academic awards, faculty initiatives, and university events.