Job Description

The Office Assistant plays an essential role in supporting the Fraser Valley Health Care Foundation (FVHCF) by ensuring the smooth operation of administrative and office functions. Your work will directly help raise critical funds that improve patient care and services across the Eastern Fraser Valley.

This position assists the Operations Manager in managing daily tasks, supporting fundraising campaigns and events, maintaining records, and helping the team deliver outstanding donor and community engagement. We are a small, passionate team that values collaboration, adaptability, and a positive attitude. This role is ideal for a highly organized, detail-oriented individual who thrives in a collaborative nonprofit environment and is committed to supporting health care in the Eastern Fraser Valley.

This is a dynamic position with exposure to fundraising campaigns, event support, donor relations, and project coordination. It's a great fit for someone who enjoys variety in their workday and contributing to both behind-the-scenes operations and community-facing initiatives.

Core Responsibilities

Provide administrative support to the Operations Manager and broader FVHCF team Maintain donor records, databases, and contact lists with accuracy Support the Executive Director in preparing for board meetings, recording minutes, and maintaining records Assist with logistics and coordination for fundraising events and campaigns Support internal fundraisers, including food truck bookings, vendor tables, 50/50 draws, and other activities Support donor recognition efforts, including preparation of plaques and stewardship materials Manage office supplies, filing systems, and general documentation Provide front-line support for staff, partners, and donors as required

Duties and Responsibilities

Office Support

Assist the Operations Manager with daily office operations and administrative tasks Support the Executive Director by preparing materials, recording, and distributing board meeting minutes Schedule and coordinate meetings, including room bookings and preparation Interact professionally with donors, vendors, visitors, and staff via phone, email, and in person Manage incoming and outgoing communications and deliveries, including phone calls, mail, and visitors to the office Respond to internal and external inquiries by providing information or redirecting as appropriate Prepare biweekly payroll and mileage forms for the Executive Director Prepare and send invoices as requested Perform office duties such as photocopying, filing, and document preparation Provide general support to FVHCF staff and assist with special projects as required Schedule external vendors in accordance with FVHCF guidelines Follow up on action items requested from FVHCF staff Manage distribution of items delivered to the office Work collaboratively with team members, volunteers, and leadership to support organizational goals

Donor & Financial Support

Process donations and bank deposits Enter and update donor information in the donor management system Print and mail cheques as required Assist with donation mailings, thank-you cards, and tax receipt issuance Maintain accurate donor contact information in the database

Operations & Campaign Support

Assist with daily administrative tasks, filing, and document preparation Support bookkeeping and expense tracking as needed Assist with logistics and setup for fundraising events and campaigns Support donor recognition processes, including plaques and donor wall updates Prepare donor letters, receipts, and stewardship materials

Other Duties

Provide general assistance for staff and volunteers as required Contribute to special projects and operational initiatives as directed by the Operations Manager

Qualifications & Skills

Minimum 3 years of experience in an administrative or office assistant role Graduation from a recognized administrative or business program Proficiency in Microsoft Office Suite (Word, Excel, Teams) at an intermediate level Strong organizational and multitasking skills with exceptional attention to detail Professional verbal and written communication skills Familiarity with database systems (experience with Blackbaud NXT is an asset) Ability to work independently while supporting a collaborative team Ability to manage multiple tasks efficiently under tight deadlines

Additional Requirements

Must maintain confidentiality and handle sensitive information with discretion Flexibility to support occasional evening or weekend events as required
Please send resume and cover letter to info@fvhcf.ca

Job Type: Part-time

Pay: $25.00 per hour

Expected hours: 22.5 per week

Work Location: In person