Administrative Assistant

6 days ago

Vancouver, Canada Science World Full time

**(Regular Full-Time)**

**Position: Administrative Assistant**

**Reports to: Executive Assistant**

Science World is a BC-based charitable organization that engages the people of British Columbia in STEAM literacy. Our mission is to ignite wonder and empower dreams through science and nature.

Our people are our greatest asset. As part of our team, you will become part of a diverse community that acknowledges everyone’s unique talents and empowers people to do what is right for our visitors and each other. You will work in an environment where we believe in developing our employees and growing their strengths, while focusing on our values: Curious, Playful, Inclusive, Relevant and Collaborative.

**Position Description**:
**Responsibilities**:

- Provides clerical and administrative support to Science World’s Senior Leadership Team
- Under the guidance and together with the Executive Assistant provides clerical and administrative support to the Board, its Committees and Task Forces including maintaining and filing of confidential records, notes and data related to these groups
- Supports Senior Leadership Team with duties such as assisting with expense reports, scheduling meetings, calendar management and organizing special projects
- Under the guidance and together with the Executive Assistant, sets up Board and Committee meetings and coordinates all meeting schedules - prepares agendas, meeting packages, reserving and preparing facilities, etc.
- Prepares and collates agendas and meeting packages as well as composes minutes and reports for Board and Committee meetings as directed
- Acts as recording secretary in all Board meetings as well as other Committee and Task Force meetings as assigned, making sure that all actions are duly noted
- Under the guidance and together with the Executive Assistant, updates and maintains all information and official documents for the Board and its Committees and Task Forces
- Assists with the planning of events, such as the AGM and Board Retreat
- Performs general office administration duties including making sure common office space is neat, tidy and meeting ready
- Provides back up support for the Executive Assistant as required
- Perform other related duties as required to fulfill any changing business needs of this role

**Qualifications**:

- Post-secondary education in administration plus a minimum of 5 years administrative and/or secretarial experience; or an equivalent combination of education, knowledge, and experience
- Experience in a similar non-profit environment and knowledge of Board of Directors is preferred
- Requires a high level of professionalism as well as an appreciation for the confidentiality and sensitivity of information received and handled
- Flexible hours to accommodate various meetings and events is a requirement for this position

Must demonstrate the following:

- Excellent organizational and time management skills, including adapting and modifying the sequence of work to meet changing conditions and support to the Board and Senior Leadership Team
- High level of accuracy and attention to detail
- An established reputation for contributing to a positive work environment with professionalism and a ‘can-do’ attitude
- Demonstrated ability to work independently as well as a collaborative team member and establish and maintain positive working relationships, both internally and externally
- Excellent verbal and written English communication skills. Sound knowledge of grammar and the ability to compose clear and concise correspondence, notes and briefings
- Ability to exercise a high level of judgment, tact and discretion in both internal and external interactions
- Demonstrated analytical and problem-solving skills

Science World offers a substantial benefits package including: Extended Health, Dental, RRSP matching, generous paid time off (vacation, sick, wellness days), Personal Enrichment day, Science World membership, Hybrid Work environment and Professional Development.

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