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Job Description

About SCWIST

The Society for Canadian Women in Science and Technology (SCWIST) is a non-profit organization dedicated to creating increased opportunities in science, technology, engineering and mathematics (STEM).

At SCWIST, we believe everyone should have equal access to STEM pathways, regardless of circumstances. With a growing presence across Canada, SCWIST is creating STEM opportunities through innovative programs, impactful mentorship, and structural and policy change.

Our Team

We are a small but deeply committed team that believes in the power of collaboration to achieve our collective goals. While our office is based in Vancouver, our team works remotely across Canada, connecting virtually to drive our mission forward. As self-starters, we value flexibility, creativity and a shared dedication to building a diverse and equitable STEM landscape.

The Position

SCWIST is rapidly growing its team, programs and impact. SCWIST is seeking a skilled office manager to join our dynamic team. In this role, you will oversee daily remote office operations, manage administrative tasks, and support the smooth functioning of our office. We are looking for someone with excellent organizational and communication skills, as well as a commitment to maintaining a positive and efficient workplace. If you’re ready to make a significant impact and contribute to our organization’s success, we invite you to apply and join our dedicated team.

SCWIST encourages applications from candidates who reflect the communities we serve, particularly candidates from Black communities, Indigenous communities, and racialized people, persons with disabilities, members of diverse gender identities and people with lived experiences. We are seeking candidates who operate and practice from an equity -informed lens. We encourage applications from passionate professionals who will help us dismantle systemic barriers.

Responsibilities

Specific activities cover a wide variety of administrative duties to support the daily operations of SCWIST, and include:

• Maintain remote office services by organizing office operations and procedures, managing correspondence, designing filing systems, reviewing and approving requisitions, supporting the CEO and coordinating event logistics.
• Respond to, and route appropriately, enquiries and correspondence from the public, Members, and other organizations. This includes responding to phone calls, emails, and regular mail on behalf of the organization.
• Maintain organised, up-to-date electronic and paper files and records of the organization, including using and maintaining selected electronic databases.
• Arrange distribution of communications products, including newsletters and event announcements.
• Define procedures for retention, protection, retrieval, transfer, and disposal of records.
• Provide administrative support to the CEO.
• Assist in event organization including, in particular, managing and tracking event registrations.
• Execute basic e-commerce transactions, including record keeping and inventory control.
• Efficiently manage time and deadlines to ensure smooth office operations.
• Ability to plan and coordinate office projects, such as office moves, events, or technology upgrades.
• Comfort with changing priorities and a dynamic work environment.
• Perform other administrative and office management tasks, as required, to ensure the smooth functioning of the organization.

Required Skills

• Commitment to SCWIST’s values.
• Excellent communication skills in spoken and written English.
• Good interpersonal skills with the ability to interact with a wide range of people and stakeholders in an efficient, professional and friendly manner, and to work collaboratively and productively in small teams.
• Self starter with the ability to work well independently and to take initiative.
• Experience and a demonstrated excellence in office administration skills, including the ability to maintain a comprehensive system of record keeping and information management.
• Competency with a variety of software applications, such as spreadsheets, word processing and websites is essential. A willingness to learn other software is desirable.
• Outstanding attention to detail.
• Comfortable working in a remote office environment.
• Ability to respect and promote an inclusive work environment.

Preferred skills and qualifications

• Strong IT skills, including knowledge management
• Multiple years of administrative experience