Administrative Assistant

Job content

This position requires a proactive, organized individual capable of managing multiple tasks and communicating effectively across various levels of the organization.

If your resume is lacking specific experience and expertise, or if you’ve recently started your career, please include a cover letter explaining why you would be a good candidate for this position.

Main Roles and Responsibilities

Communications Management:

• Answer incoming calls on SHA’s main line and route them to appropriate staff members.
• Serve as the primary point of contact for internal and external communications related to administration.

Executive Support:

• Manage and coordinate daily schedules for executives, including setting up professional appointments.
• Organize virtual meetings using platforms such as Zoom and Microsoft Teams.
• Arrange travel logistics for executives and staff as required.
• Alleviate the administrative burden on executives, by performing various errands during business hours.

Event Coordination:

• Plan, organize and attend special events such as SWANA Conferences or SIWMA Meetings, along with internal staff social events such as camping trips or Christmas party.
• Ensure all logistical aspects of events are handled, from venue booking and accommodation to attendee management.

Document and Records Management:

• Handle incoming and outgoing administrative mail, calls, and emails.
• Prepare and convert documents into PDFs; assemble reports and other administrative documents.
• File and organize paper and electronic documents, including emails, reports, and other administrative records.
• Manage and maintain project correspondence files.

Procurement and Bidding Assistance:

• Monitor procurement platforms for new opportunities.
• Assist in the preparation and submission of proposals and tenders.

Compliance and Insurance:

• Engage with partners and insurers to obtain project or proposal-specific certificates of insurance.
• Research and advice in regards with compliance with local regulations and company policies.

Human Resources Support:

• Assist in onboarding new staff, including preparing employment agreements and orientation materials.
• Organize and maintain personnel records and documentation.

Health and Safety Committee Involvement:

• Attend and chair Health and Safety Committee meetings.
• Record and distribute meeting minutes and follow up on action items.

Office and IT Liaison:

• Oversee office supplies inventory, procurement, and delivery.
• Coordinate with property management services for any required maintenance or emergency repairs
• Liaise with the IT department to resolve technological issues and support office infrastructure.

Fleet Management:

• Maintain logs for vehicle maintenance and insurance coverage.
• Schedule service appointments
• Deliver or retrieve vehicles from service or airport.
• Occasionally drive staff or executives to meetings or appointments if required

Compensation

• Salary: Annual compensation ranges from $50,000 to $56,000, based on experience and qualifications.
• Vacation: Two weeks of paid vacation annually.
• Overtime: Eligible for overtime compensation as outlined under the Employment Standards Act and Regulation.
• Extended benefits: Based on company policy.
• Disbursements: include travel, accommodation and all out of pocket expenses when on business assignments

Job Types: Full-time, Permanent

Pay: $50,000.00-$56,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care
• Paid time off
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay
• Overtime pay

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Location:

• North Vancouver, BC V7J 1J3 (preferred)

Work Location: In person

Expected start date: 2024-05-20