Executive Assistant

We are looking for an organized, energetic individual who possess exceptional communication and problem solving skills to optimize office operations for the PR&D department. Reporting directly to the Divisional Secretary of Public Relations (DSPR), the successful candidate will answer and route calls, handle interdepartmental communications, and perform office tasks, including answering emails, delivering or responding to mailings, and maintaining employee and customer records, travel arrangement, support special events and handle accounting responsibilities.

To succeed in this role, you should be committed to providing attentive support for internal and external parties and ensuring consistent, efficient operations. You should be courteous, analytical, proactive, and organized… time management is key.

General Administrative:

• Perform general office duties: answer phone and e-mail inquiries, files documents, photocopy and distributes materials as requested, send / receive e-mail material as requested, resolve routine inquires, etc.
• Schedule meetings, prepare agendas, take minutes, maintain records, distributes materials needed for meetings before and after
• Order supplies / maintain adequate office supplies and other supplies as needed
• Receive, track and process all accounts payable for Public Relations & Development (PRD) departments
• Manage office equipment supplies and purchasing, book in / out equipment and program vehicle
• Prepare presentations and documents upon request
• Act as back-up to Development Coordinator: prepare bank deposits and other financial records as necessary
• Process Travel Expense Management (TEM) for Senior Leadership
• Maintains efficient and effective filing system, including computer files
• Provides confidential personal support and maintains confidential personal information

Manage the administrative duties for the DSPR

• Manage the DSPR calendar
• Book appointments / meetings / make travel arrangements
• Draft and prepare presentations
• Manage budget with DSPR
• Recording secretary for the Greater Vancouver Advisory Board support as directed

Support for Special Events;

• Participate in and support all internal, external and third-party special events and projects
• Database / record keeping and help manage event receipting and sponsorship processing
• Provide assistance and direction in event registration / management

Perform other duties assigned

• Three to five years of related experience, including administrative, senior administrative, secretarial and general accounting experience and vendor relations
• Proficient in Microsoft Office
• Completion of up to two (2) years of Community College
• The performance of the position requires frequent amount of sitting, keyboarding, occasionally bending, walking, standing, and lifting up to 10 pounds.

Successful candidates, prior to hiring, may be required to provide:

• Background check consent
• A clear vulnerable sector screening
• A clean drivers abstract
• Completion of our online Armatus Abuse Training and required Health and Safety training

Proficient in Microsoft Office