Haida Gwaii Watchmen Program - Administrative Assistant

Skidegate, Haida Gwaii, Canada .
full-time . July 18, 2025

Description

The Administrative Assistant supports the Haida Gwaii Watchmen (HGW) Department by ensuring smooth administrative operations year-round, with a focus on timesheet processing, supply coordination, historical records, and seasonal logistics. This position is vital to the delivery of effective support services for Watchmen stationed at remote sites during the field season and provides ongoing support during the off-season through training coordination and document management.

KEY DUTIES & RESPONSIBILITIES

Conduct occasional field work to support program implementation.
Process timesheets, verify hours worked, and liaise with payroll to ensure accuracy.
Maintain up-to-date filing systems (physical and digital) for program documents, records, and communications.
Scan, archive, and maintain historical program documents in accordance with archival standards.
Track and organize department-related records using spreadsheets and other tracking tools.
Receive and process purchase orders for groceries, equipment, and supplies.
Shop for groceries and supplies locally as needed; prepare items for transport to remote camps.
Organize, label, and pack grocery orders for camp delivery; coordinate with transportation partners.
Maintain a master inventory and request log for groceries, supplies, and equipment sent to camps.
Track and respond to camp requests for supplies and groceries using a shared spreadsheet.
Communicate effectively with remote Watchmen to ensure timely delivery of needed items.
Coordinate seasonal training logistics including scheduling, registration, venue booking, and materials preparation.
Assist in organizing team gatherings, meetings, and knowledge-sharing events and take notes as needed.
Coordinate mandatory and elective training for Watchmen (e.g. first aid, safety certifications).
Update training records and ensure compliance with required certifications.
Support planning and preparation activities for the upcoming Watchmen season.

QUALIFICATIONS

Proven experience in an administrative or logistics support role.
Strong organizational and record-keeping skills, including spreadsheet management.
Comfortable working independently and supporting remote operations.
Experience with grocery ordering, procurement, or similar logistics tasks is an asset.
Knowledge of or connection to Haida Gwaii and Haida culture is an asset.
Ability to lift and pack grocery and equipment supplies as needed.
Valid Class 5 driver’s license and access to a reliable vehicle for shopping and delivery tasks.

$27.62 - $31.08 per hour based on experience, Full-time 35 hrs. per week

Benefit Package: Dental Care, Extended health care, Vision care, Disability Insurance, Life Insurance, Employee Assistance Program, Pension Plan, Paid time off

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