Office Administrator

Job Description:

Now Hiring: Office Administrator

The deadline to apply is May 24th, 2026. Please send a resume and cover letter in PDF format by using the Apply for Job button below. Applications without a cover letter will not be considered.

The Office Administrator at PEERS Alliance is an individual who is organized, collaborative, and passionate about the mission, vision, and values of PEERS Alliance. This position will focus on office administration, including: financial administration, filing, website management, administering staff-facing policies, administrative tasks, and more.

Organizational Values
At PEERS Alliance, our work is based in trauma-informed practice and harm reduction. We support those living with and at risk for HIV, Hep C and all sexually transmitted and bloodborne infections in PEI by offering a variety of programs and services targeted to diverse communities. We serve people of all genders and sexual orientations. We support those who use drugs in developing strategies to reduce the risk of negative health outcomes. Our programming strives to address the underlying issues affecting the health and welfare of our communities by countering stigma and creating environments where all are welcome.

PEERS Alliance as an organization and its employees must strive to be anti-racist at all times, in all aspects of our work. As an organization that values team collaboration, work-life balance, and self-care, we ask all employees to help contribute to this kind of environment for others. The work we do can be heavy and complex, and we prioritize wellness for our employees.

PEERS Alliance recognizes and values the lived experience of community members. We encourage applicants to indicate in their cover letter if they would like to be considered for employment equity if they identify as a member of any 2SLGBTQ+ community and/or belong to other historically marginalized communities.

Responsibilities
Office Administration

• Creation of and maintenance of a filing system.
• Checking voicemail and distributing or responding to messages, as well as answering and distributing messages from the peers alliance email address.
• Answering the office phone when possible, and responding to drop-ins at the door.
  • Responding to members of the public will include referring individuals to harm reduction services and providing safer use supplies for people who use drugs.
• Digital filing and organization
• General office upkeep
  • Maintain and replenish office supply inventory.
  • Communicate with and coordinate with the cleaner.
• Coordinating and updating office space rentals, keyholder agreements, and the space-booking calendar.

Financial and Organizational Administration

• Payment of invoices, honorariums, staff reimbursements, and more through e-transfer, cheque, wire transfer, etc.
• Compiling credit card and petty cash reports.
• Organising, preparing and implementing the Annual General Meeting with support from the executive director.
• Other administrative tasks as required.

Internal Communications and Human Resources Policy Administration

• Reviewing staff timesheets, tracking staff vacation and sick time.
• Support other staff to understand PEERS Alliance policies and benefits.
• Assist the Executive Director and Program Director in planning of staff retreats, programming for retreats, and professional development for staff (in staff meetings as well as half and full day professional development opportunities).
• Communicate updates to the Executive Director, Program Director and/or bookkeeper about anything that may arise regarding timesheets, payroll and financial reporting.
• When PEERS Alliance is hiring, the Office Administrator will:
  • Post job opportunities (Work PEI, Indeed, LinkedIn, Social Media, the website, etc.)
  • Gather and sort resumes
  • Contact candidates and schedule interviews
  • Follow up with candidates
  • Other items as needed.
• Onboarding new staff in collaboration with supervisors. Will also work closely with the PEERS Alliance Bookkeeper in order to ensure staff are onboarded, trained, and compensated in a timely manner.
• Scheduling staff meetings, creating agendas, and taking minutes at meetings.
• Birthday celebrations, staff celebrations, Holiday Gift Exchange Coordination, etc.

Policy Maintenance and Project Reporting Support

• Supporting with grant writing and project reports as needed.
• Communicate reminders to staff about tracking program data.
• Implement Policy updates & Ensure the employee manual remains up to date.
• Drafting of the annual report and collecting contributions from PEERS Alliance staff, board members, stakeholders, and community members.
• Supporting the development and improvement of workshops and presentations, as needed.

Media Communications

• Updating the organization’s website to reflect current offerings and opportunities.
• Creating and sharing generic organizational social media posts (such as National Coming Out Day, recognizing holidays, posting about office closures, Annual General Meeting, etc.)
• Social media assistance and upkeep on Instagram and Facebook.
• Creation and coordination of a quarterly newsletter.

Fundraising Administration

• Responsible for administering and optimizing online fundraising platforms, making sure donors are thanked proactively.
• Coordinating and taking minutes at fundraising committee meetings, assisting the Executive Director as needed.
• Administering initiatives that allow PEERS Alliance to receive donations.

Position Details

• The start date for this position is July 6th, 2026. The contract will be for one year with the expectation of extension.
• This is an in-person position based out of our office in downtown Charlottetown, PEI.
• This position is full time: 37.5hrs/week (on average) at the rate of $33/hour and includes a benefits plan and 12 paid sick days/year.
• Paid time off: During the first year of work, there will be two weeks of paid vacation. During the second year, there will be three weeks.
  • In addition to vacation time, there are two weeks of paid office closure during the December/January holidays, and a scheduled paid mental health week each May.
• The successful candidate will be required to complete a vulnerable sectors check.
• The deadline to apply is May 24th, 2026. Please send a resume and cover letter in PDF format. Applications without a cover letter will not be considered.

Skills and Experience Desired
The ideal candidate for this position would have:

• Proven organizational and time-management skills.
• Effective written and verbal communication skills.
• Proficiency with Google Workspace ( Google Drive, Sheets, Calendar, Slides, Docs etc.).
• Familiarity with platforms such as Canva, Squarespace, Keela, and Canada Helps is an asset, or a strong and proven ability to learn and navigate these kinds of platforms.
• Experience working in an administrative role is a strong asset.
• Other Assets include:
  • Experience with the non-profit sector, policy, or education design.
  • French language proficiency
  • Experience within the 2SLGBTQIA+ Community
  • An understanding of the work and values of PEERS Alliance.

Thank you for your interest. Please apply below with your resume/CV and cover letter.

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