Our client is looking for an intelligent, capable and mature Administrative Assistant to join their team. This is a fantastic opportunity to work with a close-knit team and gain invaluable experience that will allow you to grow and develop your already established administrative knowledge. If you are looking for an organization that really invests in its people and is making a difference in BC this may be the opportunity for you.
Working from their Vancouver office with knowledge of greater BC, the ideal candidate will be warm individual who is eager and willing to assist in the day to day running of this small office. The ability to manage all interactions with necessary discretion and sensitivity is a desired trait of the ideal candidate.
Reporting to the Executive Manager and Specified Projects Manager, the Administrative Assistant is responsible for providing front line communication and information to stakeholders and providing clerical and administrative support. You are professional, easy going, have an exceptional attention to detail, the ability to juggle a number of balls at once and can learn quickly without instruction.
Key Responsibilities & Duties:
Answering and redirecting calls coming into switchboard, managing queries and escalating where necessary
Monitoring and replying to all incoming emails
Responsible for the day to day running of the office
Scheduling meetings including, ordering catering, and maintaining the on-line schedule
Maintaining all office and kitchen supplies and liaising with vendors as required
Responsible for the office petty cash box and monthly reporting
Maintaining company’s contact lists and filing systems
Developing, designing and maintaining Office Training Manual
Formatting presentation materials and creating and maintaining document templates
Maintains, and tracks accounts. Determines eligibility of reimbursement according to established policies and guidelines. Processes requisitions, invoices, journal vouchers and travel claims
Organizing travel including, accommodation and registering for conferences and seminars
Maintain the aesthetic of the office ensure all areas including the kitchen and meeting spaces are keep clean at all times
Preparing agenda materials (photocopying, mailing, couriering, and emailing) relating to meetings and/or projects, for distribution to meeting participants and following up with Honoraria claim forms
Conducting online research on various subjects at the request the Executive Manager
Maintain and update information on the company website
Attending offsite events, conferences, and seminars as required
Providing support in the preparation and delivery of the courses, such as sending out course materials, and shipping of equipment
Skills & Qualifications:
High school graduation supplemented by business and secretarial courses equivalent to up to one year of study with at least 2-5 years related experience
Excellent communication, interpersonal, and organizational skills
Knowledge of greater BC mandatory
Superior attention to detail
Ability to set-up and maintain electronic and paper files
Proven ability to multitask, balance priorities, and meet deadlines
Ability to work independently and as part of a team
High level of computer literacy including intermediate level experience with Word, Outlook, PowerPoint, Excel, and Internet Explorer
Basic knowledge of medical terminology an asset
Ability and willingness to travel
Is this you?
Please send your resume to jobs@expertrecruiters.com to the attention of Darcia Bower, Managing Director, if you have already met a member of our team and are interested in this role please call or email us asap.
