Administrative Assistant

If you are an Administrative Assistant that loves variety and thrives on multitasking in a unique environment on the beautiful west coast of Vancouver Island (in Bamfield, BC), this newly created opportunity may be the perfect fit for you.  We’re looking for someone who is resourceful, adaptable, and committed to supporting a positive workplace culture. Strong communication skills, independence, and the ability to manage multiple priorities with ease are key to success in this role.

Bamfield Marine Sciences Centre (BMSC) is a vibrant hub for coastal research, education, and community engagement. As a remote and collaborative workplace, BMSC offers a unique opportunity to be part of an organization that supports students, scientists, and visitors from around the world. With a focus on sustainability, innovation, and inclusive learning, BMSC provides a dynamic environment where every team member plays a vital role in delivering exceptional programs and experiences.

Why Join BMSC?

At the Bamfield Marine Sciences Centre, you’ll enjoy a range of benefits and rewards that support both your professional and personal well-being. Here is a glimpse of what you can expect:

• Competitive Compensation: Annual salary of $52,000–$58,000 based on a 37.5-hour work week, commensurate with skills, experience, and education.
• Extended Benefits: Extended group health and dental coverage, along with a pension plan.
• Work Location: Scenic and inspiring setting located on the west coast of Vancouver Island.
• Subsidized Housing: On-site accommodation may be available, including a private bedroom, shared kitchen, utilities, internet, and landline.
• Meals: Meals and snacks during work hours are offered at a subsidized rate.

What does a day look like as an Administrative Assistant at BMSC?

This role will support the day-to-day operations of our Guest Services, Programs, Human Resources and Finance functions.  Reporting to the Manager of Finance and Administration, this position is part of a high-performing and collaborative team responsible for ensuring smooth internal workflows, excellent client service, and effective organizational support.

From coordinating housing schedules and onboarding new staff to managing guest communications and assisting with invoicing, this role is essential to the seamless delivery of programs and services across the organization.

Program Administration

• Assist with the intake and application processes for program participants.
• Support the coordination and tracking of housing schedules, including incoming/outgoing guests.
• Assist with the coordination and successful execution of conferences, workshops, and special events.
• Support Program leadership in advancing strategic initiatives that enhance community engagement and partnerships for BMSC as well as supporting clients.

Human Resources

• Coordinate the onboarding and offboarding for employees, instructors, and teaching assistants.
• Distribute and track payroll, benefit and HR documentation.
• Support recruitment processes, including drafting job descriptions, posting open positions, scheduling interviews, collecting references, and finalizing job offers.
• Coordinate and track employee training and development.

Guest Services

• Welcome and onboard students, researchers, and guests to BMSC, ensuring a smooth arrival experience.
• Maintain the reservation systems including updating clients on campus sheet.

Finance and Accounting

• Oversee purchasing requisition and approval workflows for Programs and Guest Services.
• Manage scholarship and donation tracking and recordkeeping.
• Manage invoicing for field trips, including generating cost.

This is only small sampling of what your day may hold.  Please review the full Job Description for more information.

Our ideal Administrative Assistant brings:

• High School Diploma with a certificate or degree in business administration, human resources, hospitality or a related field preferred.
• 2-3+ years’ experience in office administration, human resources, accounting, or a similar and complementary role.
• Strong computer skills with proficiency in Office 365 (specifically, Word, Excel, Outlook and PowerPoint).
• Proficiency with spreadsheets and a solid understanding of data manipulation and basic analytics.
• Experience with Cloudbeds or similar software is considered an asset.
• Valid Class 5 driver’s license and clean driver’s abstract.

Additional Experience, Skills and Abilities that will help you thrive:

• Excellent organizational and time management skills with a proven ability to work independently in a remote setting.
• Strong written and verbal communication skills, with the ability to build relationships across teams and with external partners.
• A willingness to learn new systems and software tools.
• Excellent interpersonal skills with the ability to work with employees, guests and contractors of all levels.
• Proactive, solutions-oriented, with a strong ability to resolve issues as they arise.
• Experience and the physical ability to work in a semi-remote camp environment.

We would love to hear from you!

After reviewing the full Job Description, please forward your resume that clearly outlines your related experience and skillsets to TallSky Consulting.  We look forward to receiving your confidential application.

This position will remain open until it is filled. We thank all applicants; however, after the initial acknowledgement, only those selected for further consideration will be contacted.