Job Description

Administrative Assistant

Organization:

Inquiring Little Minds

Location:

Nanaimo , BC

Hours:

8 hours per week to start, with potential for incremental increases throughout the year

Start Date:

As soon as possible

About the Role

Inquiring Little Minds is seeking a detail-oriented and highly organized Administrative Assistant who enjoys structure, documentation, and smooth office operations. This role provides support to the Regional Director with a strong focus on

file audits, supply ordering and sorting, and email correspondence

. The ideal candidate thrives in an administrative environment, communicates clearly, and takes pride in accuracy and efficiency.

Key Responsibilities

File & Documentation Management (Primary Focus):

Maintain digital and physical filing systems for organization-wide documents Complete yearly and ongoing file audits, archival, and box-ups Update records and documentation as needed, including registration and compliance-based files Ensure documents are organized, stored, and retrievable for internal and external needs

Supplies Ordering & Inventory Coordination:

Monitor supply levels across centres and office operations Order, sort, and distribute supplies and materials Maintain basic inventory tracking to support smooth program operations

Email Communication & Correspondence:

Monitor the main office inbox and route messages appropriately Respond to inquiries from staff, families, and external contacts in a professional, timely manner Draft and proofread documents, notices, and communication templates

General Administrative Support:

Assist with spreadsheets, forms, and basic data entry Support Regional Director and administrative team as needed Help uphold organizational systems and administrative standards

Qualifications & Skills

Experience in administration, office support, or coordination preferred Strong organizational and file management skills Proficient with Google Workspace and/or Microsoft Office Reliable communication skills, both written and verbal Ability to work independently and manage tasks with minimal supervision Experience in child care, education, or non-profit environments considered an asset

Additional Details

Hours may increase gradually based on organizational needs and performance Training provided for internal systems and filing processes This role may grow into more administrative duties throughout the year

How to Apply

Please submit your

resume

,

professional references

, and

availability

to:

hr@ilmchildcare.com

Applications will remain open until the position is filled.