Administrative Assistant

CFAX Santas Anonymous Greater VictoriaAdministrative Assistant (18-Month Maternity Leave Coverage) Full time, In-Office OnlyAbout the Organization

CFAX Santas Anonymous Society is one of Greater Victoria’s longest-running children’s charities. Since 1977, we have been a trusted community partner supporting children and families at Christmas and year-round through our flagship Christmas Hamper Program and Kids Count initiatives.

Our mission is to create positive change for local children and families, all year long. Guided by values of respect, transparency, and compassion, we deliver gifts, groceries, comfort items, and grants that address food security, mental well-being, education, sports/summer camps, and crisis support. We are a volunteer-driven registered Canadian charity, led by our Executive Director and supported by a dedicated board and hundreds of volunteers.

The Opportunity

This is an excellent temporary 18-month maternity leave coverage role for a motivated and organized individual seeking to gain or expand experience as an administrative assistant in a dynamic, high-paced non-profit environment. You’ll play a key supporting role in keeping our operations running smoothly while contributing to a cause that makes a real difference in the lives of local children and families. This position offers strong opportunities to learn, grow your skills, and build a solid foundation in non-profit administration.

Key Responsibilities

Provide comprehensive administrative support to the Executive Director, leadership team, board, and program staff, including scheduling meetings, managing calendars, preparing agendas, and taking minutes.

Handle day-to-day office operations: greet visitors, manage incoming calls/emails, order supplies, and maintain filing systems (both physical and digital).

Support event coordination, donor communications, Christmas hamper logistics, Kids Count grant administration, and other program activities.

Prepare correspondence, reports, presentations, and other documents; assist with data entry, database maintenance, and basic financial/administrative tasks (e.g., donation processing or expense tracking).

Assist with website updates (Shopify), social media content, electronic newsletters and graphic design tasks using tools like Canva Pro and Hootsuite.

Collaborate on special projects, volunteer coordination support, and process improvements to enhance efficiency in a fast-paced setting.

Ensure compliance with organizational policies and contribute to a positive, mission-driven office culture.

Qualifications and Experience

• 1–3+ years of administrative or office support experience (strong candidates with relevant skills are encouraged to apply).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort with databases or CRM tools.
• Excellent organizational skills, attention to detail, and the ability to prioritize in a high-paced environment.
• Strong written and verbal communication skills with a professional, empathetic demeanor—ideal for interacting with families, donors, volunteers, and community partners.
• Passion for children’s causes and experience or interest in the non-profit sector is a strong asset.
• Preferred Assets: Experience using Canva Pro, managing social media channels, Hootsuite, and Shopify for website updates. These skills will be considered a significant advantage.

What We Offer

Competitive compensation aligned with Greater Victoria non-profit rates (approximately $24–$28/hour or equivalent salary, depending on experience).

Meaningful work in a supportive, mission-driven team environment with opportunities for professional development and growth.

In-office work environment (Saanich office location).

This is a full-time, in-office only role based in Greater Victoria.How to Apply

Please submit your resume and a brief cover letter outlining your interest in the role and our mission to ***email_hidden***. Applications will be reviewed on a rolling basis. We thank all applicants, but only those selected for an interview will be contacted.

We are committed to equity, diversity, and inclusion and encourage applications from all qualified candidates.