Administrative Assistant

5 months ago

Vancouver, Canada It's Your Time Business Services Inc Full time

It's Your Time is a fast growing company with the opportunity for advancement and is driven to be THE boutique business services company in Vancouver

If you are highly organized, able to exist in a fluid environment, passionate about helping business owners succeed, full of ideas, seeking challenge and love working with a creative entrepreneurial team this could be the job for you.

**Responsibilities and Duties**

**Key Responsibilities**:

- Provides a professional, positive and energetic first point of contact for current and potential clients
- Takes leadership in evolving the administrative systems to enhance efficiency, service and sales
- Analyze existing client systems and make them more efficient
- Provides intermediate to senior level direct administrative support to It’s Your Time’s Clients.

**Primary Duties**:

- **Direct Client Support** (65% - percentage of employee’s time devoted to this duty)
- Provide client administrative support services based out of It’s Your Time’s offices as well as client’s place of business if required.
- Uses software and programs designated by the client and their systems.
- Consults appropriately with It’s Your Time’s lead Consultant on client issues and challenges.
- At all times asks how can I improve my client’s experience
- **General Team Participation** (10% - percentage of employee’s time devoted to this duty)
- Participate in and at times lead the team meetings
- Participate in Daily Huddle
- Ensure client soft touches are maintained
- **Reception** (25% - percentage of employee’s time devoted to this duty)
- Answer general phone inquiries and greet walk-in customers in a professional, courteous and cheerful manner
- Direct phone inquiries to the appropriate Team Member
- Reply to general information requests with the accurate information
- Ensure Team Members receive accurate messages that include name and phone number in a timely manner.

**Authority and Reporting**:
The Administrative Consultant reports to The Admin Team lead. He/she will be providing business support to clients and will need to manage time appropriately to meet It’s Your Time’s internal needs and those of clients efficiently.

**Qualifications and Skills**

**Job Qualifications**:

- Excellent written and verbal communication skills. (Fluency in English is required.)
- Intermediate to advanced ability in Microsoft Office Suite (Word, Excel, Office, PowerPoint) as well as Outlook
- High comfort level / aptitude for learning new technology
- Proficient in database management software
- Proficient in using Drop-Box, Google Calendar and other tools to facilitate working with a virtual/mobile team and client base
- Basic understanding of bookkeeping
- Basic to intermediate website and intermediate social media administration ability (experience in using Facebook, Twitter, LinkedIn, blogging, updating websites etc.)
- Proficient in use of all office equipment Technology and systems savvy. Able to teach/coach clients to use technology and systems to help them work more effectively. Embraces learning new systems and technology.

**Personal Qualifications**:

- Highly organized with the ability to get and keep others organized.
- Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals; and ability to make clear, timely decisions.
- A love of people and a passion for great customer service (both to IYT Team and clients).
- Able to anticipate, understand, and respond to the needs of Owner and clients to meet or exceed expectations.
- Self-motivated with a knack for fostering a team mentality in others. Able to work well on their own while also adapting to the changing needs and demands of the team.
- Works cooperatively with the team to set goals, resolve problems, and enhance organizational effectiveness and results.
- Able to adapt quickly to changing demands.

**Benefits**

**Working Conditions**:
The Administrative Consultant will work from the It’s Your Time office located in Vancouver.

The core work week is Monday to Friday 9am - 5pm. The Administrative Assistant will usually work within those hours; however, may be required to be flexible as per client demand.

Occasional overtime may be required but will be compensated as outlined in employment contract.

**Benefits**:
2 weeks holidays

Benefits upon completion of probation period

Salary increase upon completion of probation period

Self-regulated pay increase program in place

**Snapshot of a Day**

A day at It’s Your Time is ever-changing and largely self-directed based on client need.

You might have a full 8 hour day spent creating invoices for a client or you might have a day that includes a combination of:

- Creating social media content and managing accounts’
- Creating invoices;
- Online research on behalf of a

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