Office Administrative Assistant

About the role

We are seeking an organized, self‑directed Office Administrative Assistant to support our counselling and family business advisory firm in Coal Harbour, Vancouver. The role starts on‑site and will transition to a fully remote position as we move to a digital‑first workflow.

Key responsibilities

• Document & records management: data entry, scanning, organizing and filing clinical, business and personal documents (digital and hard copy) for easy retrieval.
• Financial & billing support: prepare client invoices, process insurance claims and compile financial/tax documents for the bookkeeper and accountant.
• Correspondence & scheduling: manage email, voicemail and calendars across multiple Outlook and Teams inboxes.
• Maintain confidentiality and privacy standards when handling sensitive clinical records.
• Assist the transition from paper‑based to digital systems, suggesting improvements for accuracy and efficiency.

Required profile

• Prior experience in an administrative or office support role.
• Self‑motivated and able to work independently without constant supervision.
• Detail‑oriented with the ability to balance accuracy and speed.
• High integrity: transparent about mistakes and proactive in seeking clarification.
• Comfortable communicating directly with clients and vendors by phone.
• Post‑secondary education or relevant training in office administration is an asset.

Required skills

• Click4Time
• Adobe (Acrobat)
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft Teams
• Data entry and scanning tools