Employment Opportunity

Position: Office Administrator
Organization: West Coast Environmental Law
Location: In-person based at office located on xʷməθkʷəy̓əm (Musqueam), Skwxwú7mesh (Squamish) & səl̓ilwətaʔɬ (Tsleil-Waututh) territory (Vancouver, BC)

• Application Deadline: 11:59pm PT on August 24, 2025
• Term: 28 hours, five days per week (0.8 FTE); permanent
• Remuneration: $62,300 - $68,300 yearly (pro-rated to 0.8 FTE and commensurate with experience)

West Coast Environmental Law has an immediate opening for a 0.8 FTE Office Administrator position based in our Vancouver office. As a member of the Operations team the Office Administrator provides executive administrative support to the Executive Director & Senior Counsel, ensures the smooth day-to-day operations of the West Coast office, and coordinates human resources administration so that we may fulfill our mission and values in our work for environmental and Indigenous justice. This position reports directly to the Director of Operations and is responsible to the Executive Director & Senior Counsel.

West Coast Environmental Law provides a supportive culture that values healthy boundaries and balanced work. This position requires availability for occasional evening meetings aligned with Board and Committee schedules.

West Coast Environmental Law aims to promote equity and challenge discrimination. We recognize the value of diversity in the workplace and are committed to creating an inclusive environment for all employees. We welcome applications from people of all backgrounds, races, national origins, gender identities, sexual orientations, religions, abilities and beliefs. We strongly encourage applicants from equity-deserving groups, specifically Indigenous and racialized people, members of the LGBTQIA2S+, trans and gender-diverse communities, women, and people living with a disability, chronic illness and/or neurodiversity to self-identify so that we can prioritize your application.

Being the right candidate for a position can look a variety of ways. If you are interested and see yourself in the role but might not meet every requirement, we still encourage you to apply.

QUALIFICATIONS

Required:

• Minimum 5 years of relevant experience and strong background in administrative service at an executive level, with prior experience in office operations, event coordination and/or HR.
• Attention to detail, ensuring meticulous execution of all responsibilities from small daily tasks to large administrative initiatives
• Well-developed oral and written communication skills
• Strong interpersonal skills with the ability to build relationships and work effectively with a wide variety of staff, volunteers, supporters, and vendors
• Proven time management to expertly coordinate calendars, emails, meetings, and team interactions
• Exemplary judgment and discretion when dealing with sensitive and confidential information
• High degree of organization and planning abilities, demonstrated through prior experience creating and using work plans and workflows to skillfully handle complex projects alongside multi-faceted administrative duties
• Ability to independently prioritize and handle a diversity of tasks and meet deadlines with multiple and changing demands
• Proactiveness and initiative with a strong ability to anticipate office and executive needs and to identify and resolve issues
• Strong mindset rooted in continuous improvement with a desire to create and implement new processes that help increase office efficiency
• Demonstrated critical thinking skills to make decisions and solve problems
• Ability to work independently while thriving in a collaborative environment
• Excellent computer skills including experience with Microsoft Office, SharePoint and Slack, and comfort with learning new tools and platforms
• An understanding and demonstrated application of equity and justice principles with commitment to contributing to an inclusive working and learning environment
• Demonstrated commitment to the environment and understanding of the mission and values of West Coast

Beneficial experience/skills:

• Working in a non-profit organization and/or law-related organization
• Supporting Boards and committees, including agenda preparation, minute-taking, and materials distribution
• Coordinating an office relocation
• Familiarity with Salesforce database

RESPONSIBILITIES

Executive Assistance to the ED/SC:

• arrange board, committee, and other meetings for ED/SC; prepare related reports and packages, catering, logistics and, if necessary, travel arrangements; assist with special requests from board members
• provide meeting support for board/committee/staff meetings by developing agendas, taking minutes, ensuring pre-meeting preparation, creating presentation and briefing materials, and tracking/following up post-meeting action items
• maintain the content of the board SharePoint site; with support from IT troubleshoot board questions about accessing online materials
• provide administrative support for the ED/SC, including managing ED/SC’s email by monitoring for action items/deadlines, assessing urgency, distilling actionable tasks, and ensuring follow through
• organize ED/SC calendar by assessing meeting priorities, resolving scheduling conflicts, and ensuring the ED/SC’s schedule aligns with strategic priorities
• coordinate staff preparation for organization-wide reporting and legal filings such as lobby reports
• lead on maintaining the time tracking tool and training for lawyer onboarding to ensure consistent use
• coordinate special events, e.g. AGM, strategic planning, staff retreats, etc. including accommodations, catering, logistics, travel if needed, related reports and packages
• organize meetings between/among staff as requested by ED/SC
• other tasks as assigned by the ED/SC

Office Management:

• general proactive office coordination (e.g., ordering supplies, arranging repairs, liaising with cleaners, maintaining office equipment, updating of postage meter rates, maintaining the printer/copier (call for service, toner, replenish toner, remove paper jams, etc.));
• coordinate and plan for office services, such as accommodation, relocations, equipment, supplies, forms, disposal of assets, maintenance and security services;
• general day-to-day facility maintenance to ensure an orderly and welcoming office environment for staff and guests (i.e. greet guests, keep kitchen supplies stocked, ensure common areas and kitchen are tidy);
• maintain administrative forms and ensure they are updated regularly;
• support revisions of the organization’s standard operating procedures as directed by the Director of Operations;
• upkeep health, safety and emergency preparedness policies and supplies to ensure adherence to WorkSafe BC requirements;
• maintain library interfiling and cataloguing;
• field calls, address queries and manage email correspondence (i.e. monitor the Admin email inbox, monitor the general phone line and voicemail);
• receive, open, prioritize and sort all incoming mail and coordinate outgoing mail including courier and shipments;
• participate in all-staff projects.

IT Assistance:

• coordinate staff requests for IT and phone system support and maintain correspondence with IT professional;
• coordinate the content of the staff Wiki site
• with support from IT, troubleshoot staff questions about accessing online materials; and
• keep staff and board pages of the WCEL website updated.

Human Resources Coordination:

• coordinate logistical aspects of hiring, onboarding, performance evaluation and offboarding processes for staff and volunteers;
• develop and maintains a secure records system for documents and files of a confidential or sensitive nature, e.g. performance evaluations, employee information and departmental planning;
• lead on internal culture initiatives, including staff events, ongoing relationship and team building, staff/volunteer recognition and seasonal celebrations; and,
• foster effective internal communications regarding all the above.

Records Management:

• maintain records management system in accordance with Law Society of BC requirements and organizational records management policies;
• upkeep the records retention schedule to ensure records are documented and stored appropriately;
• steward the records management policy and ongoing transition to paperless document management system;
• prepare and arrange for off-site storage pickup of archived confidential records; oversee the retrieval and re-filing of records.

Special Projects Coordination:

• assist in the organizing and executing of special events and organizational functions

Remuneration: Salary range is based on an annual full-time salary of $62,300 - $68,300, pro-rated to 0.8 FTE and commensurate with experience. We offer 3 weeks annual vacation (increases after 2 years of employment) and benefits package including extended health plan (after 3 months of employment) and RRSP contribution (after one year of employment).

About West Coast Environmental Law: West Coast Environmental law harnesses the power of law to solve complex environmental challenges. We work to transform environmental decision-making and strengthen legal protections for the environment through collaborative legal strategies that bridge Indigenous and Canadian law. We approach our work through an environmental justice lens, conscious of the importance of breaking down silos between environmental and other social justice movements. Our work seeks to address environmental harms while simultaneously promoting an equitable society. By putting the law into the hands of communities and creating legal risk for those who would harm the land, air and water, we are building the collective power to build a more sustainable future for all. Read West Coast’s values statement here.

TO APPLY

Complete the online application form by 11:59 pm PT on August 24, 2025 to submit your cover letter and resumé as one pdf and name the file with “First Name Last Name – Office Administrator Application 2025”.

Please mention you saw this at GoodWork.ca.

We thank all applicants for their interest, but only those selected for an interview will be contacted.

We are committed to accessible employment practices. Applicants with a disability or any specific needs may make a request for accommodation at any stage of the recruitment process, and we will work with you to meet your needs. Such requests should be communicated to admin@wcel.org, admin@wcel.org .

Visit our website: http://www.wcel.org