Administrative & Member Services Assistant

You’re a results-driven administrative professional. You understand the care, effort, and organization that it takes to effectively coordinate administrative functions and support for successful member service delivery.

Now, you’re looking to take your talents to an organization where you can take the next path in your career and work both collaboratively and with independence and self-direction within your key administrative support role, and we have just the opportunity for you.

We’re the Planning Institute of British Columbia (PIBC), a member-based professional organization and non-profit association providing certification and regulatory functions for planners in BC and Yukon. Our members include city, community, and land-use planners, regional planners, and many other areas of specialization and related roles within planning. We provide a range of services such as professional development events, webinars, conferences, publications (magazine, newsletter, etc.), networking events, award/recognition programs, planning student support, and more. Additionally, the Institute aims to undertake key planning related policy, research, outreach, and issues advocacy work, and related program development and implementation in support of its role and strategic objectives.

We’re looking for a new full time Administrative & Member Services Assistant to support, enhance, and build our core internal administrative support, governance support, and organizational support for key member services and activities.

Administrative & Member Services Assistant: Your goal in this new full-time position is to ensure the efficient, and effective administrative support for Institute leadership and staff, governance support for key internal committees, and enhanced organizational and administrative support for member services, programs, events, and activities. You’ll collaborate with internal teams including staff, as well as key committees and volunteers etc. to support and deliver on our internal administrative, governance and member service support requirements.

You’ll work closely with internal teams and individuals, but you’ll also undertake work independently, and provide overall support to key internal personnel, committees, and functions across Institute operations as part of this role.

Acting one of the Institute’s key front-line internal administrative support persons, you will:
• Coordinate and work with other Institute staff and key committee volunteers to provide organizational and logistical support to various Institute committees for meetings and other committee activities.
• Provide meeting and administrative support for various Institute committees as required (scheduling, venue booking, travel/accommodations, technical requirements, materials
preparation, administrative follow-up, etc.).
• Maintain and administer applicable files, data, materials, and information related to Institute committees and related work.
• Assist the Executive Director with a variety of administrative and executive support functions (calendar management, correspondence, meeting preparation, travel, general administrative
and logistical support, etc.).
• Act as a confidential secretary to the Executive Director.
• Coordinate and work with other Institute staff and key committee volunteers to provide organizational and logistical support to various Institute member services and activities (local chapters, volunteer coordination, major Institute events, other member services and programs, etc.).

You’ll be a great fit for this role if you are:
• An experienced and highly organized administrative professional – you know how to work with and support others with excellent administrative and organizational support – thriving in an office/professional environment successfully delivering on a range of key, ongoing administrative support functions.
• An excellent administrative communicator – you have excellent written and verbal communications skills.
• An organized and effective multi-tasker – you know how to plan and multitask effectively to handle competing priorities and you have the experience and skills to effectively deliver various diverse administrative support functions in a timely and effective manner.
• A people person – while you’re an administrative champion, you also love working in a role where you can put your excellent interpersonal skills to use, and you’re excited to work with a small team and a range of other collaborators.
• A professional – you’re comfortable operating with confidentiality and discretion and you know the importance of having tact and diplomacy when engaging with others.

Working with the PIBC: This is a new full-time position. The role provides the flexible opportunity to work remotely at times as well as onsite from our office in the historic Marine Building in downtown Vancouver (an iconic landmark) in accordance with the Institute’s remote work policies and practices, and as may be arranged with the successful applicant, subject to operational requirements. The hours of work are flexible, but normal work hours are Monday-Friday 9:00am-5:00pm, with flexibility for occasional local travel, and/or evening/weekend work for specific projects, initiatives, and events.

You’ll enjoy a competitive annual salary commensurate with skills and experience (see anticipated compensation range below) and a comprehensive employee benefits package – which includes extended health and dental coverage, life insurance and disability coverage, access to employee assistance benefits, as well as a monthly transit pass reimbursement benefit, paid vacation time, winter holiday office closure, professional development/training, and regular staff social or team- building activities.

Our team is small, collegial, cohesive, and we enjoy supporting one another in personal and professional development. We enjoy collaborating while also enjoying the autonomy and freedom within our roles and know that we’re all empowered to advance applicable change within the organization. We enjoy working in a forward-thinking organization. We enjoy that no day is ever quite the same. If the role and fit seems right, we hope you will join us!

• Experience in a similar or equivalent administrative support role.
• Experience with and understanding of working in a small non-profit or non-governmental
organization would be a strong asset, including skills and experience related to meeting
support and work with volunteers.
• Strong technical/administrative communications skills (written, verbal, keyboarding, etc.).
• Strong interpersonal communication skills and experience.
• Good people skills and the ability to work effectively, professionally, and successfully with
diverse internal and external people and groups and the ability to operate with confidentiality,
tact, and diplomacy.
• Strong proficiency and experience with office administrative functions, and various technical
tools, including but not limited to: Microsoft Office Suite (e.g., Word, Excel, Outlook, PowerPoint, MS Teams, etc.), email, online resources and tools, etc., and comfortability in a
Mac/Apple environment with a strong technical aptitude.
• Any applicable technical or specialized post-secondary training education, or qualification in administrative skills, office support functions, or similar areas.

Compensation: In addition to a range of comprehensive benefits as outlined, the anticipated starting annual salary/compensation range for this role is: $45,000 - $50,000 per year.

How to Apply: If this new role seems like the right opportunity for you, please submit your detailed resume and cover letter outlining your skills and experience and how you are the right fit for this role by email to: Executive Director Dave Crossley at:

We strive to build a team that reflects the diversity of the community we work in and encourage applications from traditionally underrepresented and equity deserving groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with disabilities.

As this opening is immediate, we encourage all applicants to submit their completed applications as soon as possible. Deadline for applications: 4:00 pm (Pacific) Wednesday November 29, 2023.

We thank all applicants for taking the time to apply. We will acknowledge and review all applications received, however only those selected for an interview will be contacted further. No phone calls please. Thank you for your interest!

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