Job Description

About Us:

Cinnabar Valley Farms takes great pride in producing soils of superior quality that are made with all-natural and organic premium ingredients. Our commitment to quality starts with the careful selection of ingredients that are known for their optimal plant growth and health benefits. We are a family-run business that loves what we do, and we are passionate about continuing our tradition of excellence in farming for generations to come.

Our soils are produced at the same British Columbia location where we've been for over 50 years. We use sustainable and environmentally friendly practices to protect the soil and preserve its natural nutrients. Our commitment to quality means that our soils are richer, which translates to healthier plants and higher yields. Whether you're an experienced gardener or just starting, our premium soils will help you grow the healthiest plants possible. Trust us to deliver consistent, reliable results for all your gardening needs, and experience the difference that our passion for gardening and commitment to excellence can make.

We are seeking a talented and experienced Administrative Assistant with a strong administrative background.

Position Overview:

As an Administrative Assistant, you will be the central hub of communication in the office, managing all incoming calls, emails, and paperwork with professionalism and efficiency. You will provide vital support to both the General Manager and Financial Manager, assisting with their schedules, coordinating meetings, preparing reports, and ensuring smooth day-to-day operations.

This role requires someone who is extremely organized, detail-oriented, and capable of handling multiple priorities at once. Strong computer skills are essential, including Excel and proficiency with other office systems and softwares. The ideal candidate thrives in a fast-paced environment, has excellent multitasking abilities, and can manage large volumes of information with accuracy and discretion.

Key ResponsibilitiesAdministrative Support

Phone & Communication Management:

Answer and screen all incoming calls with professionalism, ensuring they are directed to the right person or department. Place outbound calls to vendors, customers, and employees on behalf of the company, always representing the organization in a polite, professional, and confident manner.

Clerical Duties:

Perform a wide range of administrative tasks, including filing, scanning, emailing, copying, and managing documents.

Office Organization:

Maintain office supplies, organize workspaces, and ensure smooth daily operations.

Documentation & Follow-Ups:

Coordinate and prepare paperwork for both internal and external communications, track deadlines, and manage reminders to ensure important tasks are completed on time.

Support to the General Manager and Financial Manager

Schedule & Task Management:

Proactively organize and maintain the General Manager's and Financial Manager's schedules, including appointments, meetings, and travel arrangements. Provide timely reminders to ensure critical tasks and commitments are met.

Reports & Presentations:

Prepare professional reports, presentations, and correspondence as requested.

Confidentiality:

Handle sensitive company information with discretion, maintaining the highest level of confidentiality.

Records Management:

Organize, update, and maintain company records and documents, ensuring accuracy and easy accessibility.

Task Coordination:

Anticipate upcoming needs, helping leadership stay focused on priorities by streamlining their administrative workload.

Excel & Technical Expertise

Spreadsheet Development:

Build and maintain Excel spreadsheets for reporting, data analysis, and project tracking.

Advanced Functions:

Utilize formulas, pivot tables, and data visualization tools to support management and operational decisions.

Accuracy & Troubleshooting:

Ensure all data entry is accurate, troubleshoot spreadsheet issues, and deliver reliable reports on time.

Systems Knowledge:

Confidently use Microsoft Office Suite (Excel, Word, Outlook, etc.) and quickly adapt to new software and systems.

Qualifications

Experience:

Minimum 2 years of consistent Excel use in an office environment, with proven ability to manage complex spreadsheets.

Technical Skills:

Intermediate to advanced Excel proficiency (spreadsheets from scratch, formulas, pivot tables, charts, and analysis tools).

Communication:

Excellent written and verbal communication skills; able to represent the company professionally when speaking with customers, vendors, and employees. Confident, polite, and never hesitant when making or receiving calls.

Organization & Time Management:

Extremely organized with exceptional attention to detail. Skilled at prioritizing tasks and managing multiple deadlines in a fast-paced office environment.

Multitasking & Efficiency:

Ability to process large volumes of information, track many moving parts, and help management operate more efficiently.

Professionalism & Discretion:

Comfortable handling confidential information with care and judgment.
Job Types: Full-time, Permanent

Pay: $20.00-$21.00 per hour

Expected hours: 40 per week

Benefits:

Casual dress Dental care Extended health care On-site parking Store discount Vision care
Experience:

Administrative experience: 2 years (required) Organizational skills: 1 year (preferred) Microsoft Excel: 2 years (required)
Language:

English (required)
Location:

Nanaimo, BC V9X 1C1 (required)
Work Location: In person