Administrative Assistant, Talent On Demand

6 months ago

Vancouver, Canada PHSA Full time

**Administrative Assistant 1,**

**Talent on Demand,**

**Vancouver. BC**

The Administrative Assistant provides confidential administrative and secretarial support to the designated leader and assists with the activities of the program/service.

**What you’ll do**
- Produces a variety of documents including correspondence, memos, meeting agendas and reports utilizing various word processing, spreadsheet and project management software packages, including creation of files, tables, spreadsheets and project plans. As requested investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations. Photocopies and distributes documentation such as correspondence and reports.
- Research and compile information for the preparation of speeches, presentations and reports. Develop presentation materials, including graphs, charts and slides, using desktop publishing and presentation software and digital recording technology.
Investigates financial matters for discrepancies and variances.
- Screen incoming materials, prioritize items for immediate attention and distributes as appropriate. Respond to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Process incoming and outgoing paper, electronic and voice mail.
- Participate in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence, ascertaining status of item/issue and investigating designated items.
- Maintain appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required.
- Respond to verbal and written communication. Responsibilities include screening requests and inquiries, making a determination on importance/urgency of request, providing a response and/or forwarding to the appropriate person. Liaise with external organizations and respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Assist in budget development and monitors expenditures. Authorize expense reimbursements and invoices up to the pre-determined limit.
- Responsible for developing communications plan in collaboration with team members and corporate communications, and for internal ad hoc communications.
- Prepare and submit employee time records to Payroll. Investigate and respond to timekeeping inquiries and corrects discrepancies.
- Design and maintain filing and distribution systems for a variety of records and files such as correspondence and reports by methods such as indexing binders, creating and labeling files and filing information. Maintain a bring-forward system.
- Make arrangements for travel and accommodation for a variety of personnel for attendance at industry meetings and conferences by performing duties such as contacting travel agency, confirming reservations and establishing an itinerary.
- Maintain inventory of supplies and materials for area by performing duties such as reviewing stock on hand, completing purchase orders for approval, forwarding to purchasing for processing and receiving supplies.
- Perform other related duties as assigned.

**What you bring**
- A level of education, training and experience equivalent to a post-secondary diploma in Business and four (4) years recent related experience, including two (2) years at a senior level.
- Able to work independently and resolve financial, budgeting and administrative issues/problems.
- Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.
- Demonstrated flexibility to meet and adapt to changes in organizational priorities.
- Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
- Must possess analytical skills.
- Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond diplomatically to both internal and external inquiries.
- Demonstrated interpersonal skills to provide effective financial support at the senior management level. Demonstrated ability to work as a member of a diverse team.
- Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
- Demonstrated time management skills to assist others in meeting deadlines.
- Ability to type 60 words per minute.
- Physical ability to carry out the duties of the position.

Skills & Knowledge
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declarat

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