Join our team as Administrative Assistant

PLEASE NOTE: Applications are now closed for this position. 

Administrative Assistant

30 hours/week

About the Position

The Administrative Assistant will support the CBT across all program areas. The successful candidate will coordinate the day-to-day administration and operations of the CBT office, creating a welcoming space, updating administrative practices, and maintaining records. They will work closely with the Executive Director to support the Board of Directors, as well as work closely with the Finance Coordinator to assist with bookkeeping processes. The Administrative Assistant will work across the CBT to support our programs and events.

Responsibilities

Office Administration

• Maintains a welcoming and functional office space including coordination of internal and external group use of space, maintenance of office supplies and equipment, mail, phone system and general inquiry email, and emergency preparedness. Leads our Ocean Friendly Business implementation with the goal of zero waste and utilizing environmentally friendly products.
• Provides front-line support to all office visitors including volunteers, grantees, and donors. Welcomes guests and assists with general inquiries and information sharing.
• Maintains contact lists, records, electronic filing, and passwords as per CBT systems.
• Supports visits from guests such as politicians and representatives from other biosphere regions and community foundations. Coordinates access to our office and equipment as needed for visitors and partners.
• Provides financial reporting and bookkeeping support including bank deposits, preparing expenses for processing, outgoing payment coordination, and record-keeping,
• Participates in team meetings and planning processes.

Governance Support

• Builds relationships with board members and helps to host meetings in a spirit of connectedness, appreciation, and service.
• Provides support for the Board of Directors, Executive Committee and Biosphere Centre Development Committee including creating a welcoming atmosphere, arranging meeting logistics, tracking meeting confirmations, recording minutes, and records management.
• Supports year-end reporting by finalizing meeting minutes and maintaining board records for submission.

Program Support

• Coordinates logistics for CBT events such as volunteer appreciation, grant information sessions, research gatherings, and open houses.
• Provides administrative support for all programs and staff:
  1. Assists with hosting meetings (in-person, remote, or hybrid) and supporting guests.
  • Arranging travel, catering, and expense claims to support engagement and accessibility.
  • Records minutes for granting committees and other meetings.

About You

You are a self-starter with strong relationship development and interpersonal skills, organizational and planning skills, a high degree of professionalism, and an understanding of the history and cultures in the region. You bring:

• Strong written and verbal communication skills with staff teams and the public.
• Independent thinker, problem solver, responsive to organization’s needs.
• Strong computer literacy. Experience utilizing Office 365 is an asset.
• Office administration training or another relevant education is an asset.
• Familiarity with financial processes and record keeping.
• Significant experience in working in a cross-cultural setting.
• Knowledge of First Nations communities and priorities in the Biosphere Region.
• A willingness to learn and a strong passion for the Biosphere Region.

Location

This position is based at the CBT office (316 Main Street, Tofino). Some regional travel is required, and applicants must have access to reliable transportation.

What We Offer

The successful applicant can expect an hourly salary of $25.96 - $28.76 depending on knowledge and experience, as well as a comprehensive benefit package. Working from the Tofino office, this is a Monday-Friday, 30-hour/week ongoing position starting as soon as possible.

To Apply

If you are interested in learning more about this long-term position, please reach out to Rebecca Hurwitz by phone or email (250-266-0106; rebecca@clayoquotbiosphere.org). If you would like to apply, we welcome a brief cover letter and resume by September 11th at 4 p.m. to rebecca@clayoquotbiosphere.org.

We welcome applications from Indigenous people, people with disabilities, BIPOC and racialized individuals, LGBTQ2+, and others who may contribute to the CBT's organizational diversity. If you would like to apply for a job, are scheduled for an interview, or have been offered a position within CBT and require accommodations and/or accessibility measures, please email to request. Preference will be given to qualified applicants residing in the Clayoquot Sound Biosphere Region.

About the CBT

The Clayoquot Biosphere Trust (CBT) is a registered charity based on the west coast of British Columbia, Canada. Established in 2000, CBT is the only organization in Canada that is both a community foundation and a UNESCO biosphere. We pair this spirit of community with the power of a global presence to bring more people together for a shared understanding.

We are one of 1800 community foundations worldwide implementing the United Nations’ goals to reduce poverty, end hunger, ensure quality education, and protect the environment. CBT also oversees the Clayoquot Sound Biosphere Region designation, one of Canada’s 19 UNESCO biospheres, and sustainability is at the heart of everything we do. Our team works to strengthen the development of all citizens, communities, and the ecosystems on which we all depend, for a future we can all be proud of.

The CBT carries out our work in the territories of hiškʷiiʔatḥ (Hesquiaht First Nation), ʕaaḥuusʔatḥ (Ahousaht), ƛaʔuukʷiʔatḥ (Tla-o-qui-aht First Nations), Yuułuʔiłʔatḥ Government (Ucluelet First Nation), and tukʷaaʔatḥ (Toquaht Nation).