Job Description

Administrative Assistant
Hillel BC
Role Overview
As the Administrative Assistant, you're the person who helps everything run behind the scenes. You'll play a key role in supporting the day-to-day operations of Hillel BC, helping our team stay organized, efficient, and focused on building meaningful campus experiences. Your work will include managing calendars and room bookings, keeping track of schedules, coordinating logistics for meetings and events, and maintaining a welcoming front desk presence. You'll also support communication between team members, help with basic financial and office systems, and jump in wherever your help is needed most. Whether you're greeting a student, setting up a space, or making sure supplies are stocked, your attention to detail and positive energy will make a real difference. This is more than just keeping things organized - it's about creating an environment where everyone feels supported and ready to thrive. You'll be part of a mission-driven team working to build inclusive, vibrant Jewish life on campus - and your behind-the-scenes work is what helps make it all possible.
What You'll Do

• Manage daily office operations, including ordering supplies, maintaining office equipment, and ensuring a tidy and organized workspace
• Coordinate calendars and schedule meetings, appointments, and rentals
• Provide front-desk support by welcoming visitors, answering phone calls, responding to general inquiries, and ensuring a positive first impression
• Assist with financial administration tasks such as processing invoices, tracking expenses, and using QuickBooks for basic bookkeeping support
• Maintain digital and physical filing systems, ensuring accurate documentation and data entry
• Collaborate with team members on special projects and provide administrative support as needed
• Use Microsoft Office, Adobe, and other platforms to draft communications, update documents, and maintain databases
• Stay adaptable to shifting priorities and take initiative to identify and implement improvements to operational processes

What You'll Bring to the Job

• 1-3 years of experience in a similar administrative or operations support role
• Highly organized and detail-oriented, with a passion for keeping operations running smoothly
• Skilled in scheduling meetings, managing room bookings, and coordinating event logistics
• Committed to ensuring nothing falls through the cracks
• Friendly and welcoming presence at the front desk, creating an inviting environment for students and visitors
• Maintains a professional demeanor in person and over the phone while assisting with daily office operations
• Proactive and adaptable, able to manage multiple tasks and shift priorities
• Team-oriented with a "how can I help?" attitude and a willingness to step in wherever needed
• Takes initiative and follows through to get things done efficiently and effectively
• Proficiency in Microsoft Office, Windows, Adobe, and other essential operational software
• A basic understanding of finance and accounting principles is expected. Familiarity with QuickBooks is an asset; a willingness to be trained in QuickBooks is required to support accurate and efficient financial operations

What You'll Receive

• A base salary of $50,000-$55,000, depending on experience.
• Comprehensive health benefits package and an additional $500 wellness allowance.
• Monthly bus pass or campus parking covered.
• Professional development opportunities and meaningful mentorship.
• A community of passionate, kind, and mission-aligned colleagues.

About Hillel BC
Joining Hillel BC means becoming part of a dynamic, mission-driven team dedicated to fostering a vibrant and inclusive Jewish community on campus. We are at the forefront of student advocacy, engagement, and support, providing a home for students to explore their Jewish identity while navigating the challenges of university life. Our work goes beyond programming-we create meaningful connections, advocate for student needs, and cultivate a welcoming environment for learning, leadership, and resilience. Whether it's empowering students against antisemitism, building bridges with the university administration, launching impactful initiatives like 'We Are Here - ????,' or supporting mental health and student well-being, our team is committed to making a difference. At Hillel BC, you'll be surrounded by passionate colleagues, have the freedom to innovate, and work in a supportive environment where your voice matters. If you're looking for a career with purpose, impact, and community, Hillel BC is the place for you.
Hillel BC is affiliated with Hillel International. Hillel International enriches the lives of Jewish students so they may enrich the Jewish people and the world, and envisions a world where every student is inspired to make an enduring commitment to Jewish life, learning and Israel.
About Hillel International
In 1923, Rabbi Benjamin Frankel started Hillel with humble means, a noble mission and a breathtaking vision: to convey Jewish civilization to a new generation. Today, Hillel International continues to enrich the lives of Jewish students and is the largest Jewish campus organization in the world at nearly 1,000 colleges and universities across North America and around the world. As Hillel evolves as an organization, the mission remains steadfast: to create lasting connections with every Jewish student that foster an enduring commitment to Jewish life, learning, and Israel and train them to become the next Jewish leaders.
Hillel is an equal opportunity employer. We are committed to creating an accepting and inclusive environment for all.

Skills Required