Executive Assistant

7 months ago

Burnaby, Canada Construction Industry Rehabilitation Plan Full time

Position Overview:
The General Administrative Assistant plays a vital role in providing support to the smooth functioning of the office and various departments within the organization. This position involves a wide range of administrative tasks and requires strong organizational skills, attention to detail, and effective communication.

**Responsibilities**:

- Maintain and update Construction Industry Rehabilitation Plan’s (CIRP) filing system to ensure accuracy and accessibility.
- Regularly update the Administrative Assistants Workbook with relevant information.
- Manage incoming and outgoing mail and couriers efficiently.
- Provide logístical support for meetings, including minute taking and room bookings when PA unavailable.
- Order, organize, and maintain office and program equipment and supplies under the supervision of the Office Manager
- Perform Other Duties as required.

ED Assistant:

- Offer administrative support to the Executive Director (ED), including scheduling appointments and meetings.
- Perform additional tasks as needed to support the ED's role.
- Perform other duties as required.

OM Assistant:

- Provide administrative support to the Office Manager (OM), including appointment scheduling and meeting coordination.
- Assist with administrative aspects of onboarding and offboarding staff, students, and volunteers.
- Coordinate staff training sessions as directed by the Office Manager.
- Perform other duties as required.

CM Assistant:

- Provide administrative support to the Case Manager (CM), including appointment scheduling and meeting coordination.
- Updating client profiles in CIRP’s EMR system with accurate tags under the supervision of the CM
- Assist with administrative duties related but not limited to invoices, waitlists, client scheduling, relevant documentation, and progress reports.
- Perform other duties as required.

Bookkeeping:

- Maintain accurate financial records and collaborate with the Office Manager to track expenses against approved budgets.
- Organize and file all financial records according to CIRP's filing system under the direction of the Office Manager.
- Collaborate with the Office Manager to prepare supporting information for annual review engagement.
- Assist the Office Manager in maintaining revenue tracking databases and remittance procedures.
- Support the Office Manager in accounts payable processes.
- Maintain the CIRP filing system for financial documents.
- Perform other duties as required.

Communications and Outreach:

- Undertake community outreach within the construction industry as needed.
- Participate in special projects designated by the Office Manager or Executive Director.
- Assist in assembling data and reports from CIRP programs at the end of each term.

CIRP Health Data:

- Assist the Case Manager and/or Office Manager in file maintenance, particularly during client discharge.
- Ensure accurate data entry and filing in compliance with legislation, governance practices, and CIRP policies.
- Perform other duties as required.

Accountability:

- This position reports directly to the Office Manager and involves close collaboration with the Executive Director, Case Manager, Program Counsellors, Program Assistant, Clinical Supervisor, and others. The role also involves direct interaction with clients and advocates.
- Support the delivery of direct services to clients and advocates.

Qualifications and Skills:

- Relevant educational background or experience in office administration, communications, or related fields.
- Proficiency in social media management and basic IT troubleshooting.
- Strong organizational skills and attention to detail.
- Effective communication and interpersonal abilities.
- Understanding of health and safety regulations and policies.
- Experience with financial recordkeeping and budget tracking is a plus.
- Ability to work collaboratively within a team.
- Empathy and sensitivity when dealing with clients and stakeholders.

**Terms**:

- Position: Full-time (40 hours per week).
- Salary: $26.00 - $30.00 per hour.
- Vacation: 15 days per year.
- Additional 'construction stat days': 2 per year.
- Mental Health days: 3 per year.
- Employee extended health benefits program included.

**Salary**: $25.00-$30.00 per hour

Expected hours: 40 per week

**Benefits**:

- Company events
- Dental care
- Extended health care
- On-site gym
- On-site parking
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- Burnaby, BC V5G 4C9: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 1 year (required)
- Executive Assistant: 1 year (preferred)

Work Location: In person

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