Administrative Assistant, Oak Bay Marine Group

5 months ago

Oak Bay, Canada Oak Bay Marine Group Full time

Oak Bay Marine Group is looking for an Administrative Assistant to provide administrative support primarily to the Victoria office. The position requires the individual to be proactive, self-motivated and proficient in MS Office. Added duties will include office and administrative accounting tasks for the Victoria Office. The successful individual will have strong interpersonal and communication skills, demonstrate a high degree of judgment, diplomacy, and strong organizational and administrative abilities.

We’re looking for someone with 2+ years of customer service or administrative experience, strong written and oral communication skills, well organized with high attention to detail who is able to multi-task in a busy setting. This individual needs to be self-motivated and able to meet tight deadlines.
- Certificate in Business or Office Administration, or an equivalent combination of education and experience.
- A minimum of 2+ years’ administrative or customer service experience, ideally in a hospitality environment.
- Excellent knowledge and competency with Microsoft Office and its components including Outlook, Word, Excel, and PowerPoint.
- Demonstrated organizational and time management skills with the ability to organize workload based on deadlines, priority and/or urgency.
- Ability to work independently in a fast-paced, confidential environment.
- Strong attention to detail.
- Comfortable with traveling locally during work hours.
- Must have a reliable form of transportation.
- Valid driver’s license and clean driving record.

**Key Responsibilities**:

- Providing administrative support to the CEO, CFO, Director of Operations & Asset Management, Marketing Manager and the Accounting Department as required, including word processing, drafting correspondence, distributing information, formulating spreadsheets, filing, photocopying, faxing, and creating & maintaining databases as requested.
- Supporting management of meeting schedules, keeping shared calendars up to date, and coordinating with the schedules of members of the Leadership Team and key contacts when required.
- Maintaining file systems (both cloud based and physical) in a highly organized and confidential manner.
- Ordering office supplies and equipment for the Victoria Office, as well as name tags and uniforms for the marina operations, ensuring that the best possible prices are attained in order to stay within budget allowances.
- Running errands, including purchasing office supplies, mailing documents, and other necessary tasks.
- Travelling to other company operations and locations as required.
- Completing CEO’s expense and mileage report and reconciling CEO credit card statements and charges.
- Preparing the Daily Revenue Report for senior management.
- Assisting Accounts Payable Administrator by coding vendor invoices within the electronic invoice management system.
- Assisting with the processing of vendor payments, maintaining accurate vendor records, and reconciling vendor statements.
- Acting as the key support for the "Blue Crew," Oak Bay Marine Group’s dedicated team focused on innovative projects for our employees, community, and ocean conservation. This role will include organizing meetings, coordinating events, and assisting with the development and implementation of impactful initiatives.
- Assisting the Health & Safety Committee by purchasing first aid supplies, coordinating necessary training sessions, and occasionally taking meeting minutes.
- Assisting Marketing in the planning of events, meetings and space requirements, including distribution of agendas and meeting packages, preparation of PPT, meeting materials, catering, and cleaning as required.
- Complying with all policies, procedures and regulations, including the OBMG Crew Handbook.

**Why work at Oak Bay Marine Group?**
- Friendly office with a group of AMAZING people
- Discounts at Oak Bay Marine Group businesses
- Learning and development opportunities
- Great Employee Recognition Program
- Employee Benefits Program
- Amazing annual staff party

**CORE Values**:

- **‘Yes I Can’ is**
- Passion for Service
- Enthusiastic Teamwork
- Dedication to Greatness
- Respect for our Crew, Community and the Ocean

**Behavioral Competencies**:

- **Customer Focus**: implies a desire to identify and serve customers. It means focusing one’s efforts on discovering and meeting the needs of the customer.
- **Service Excellence**, ‘_Yes I Can_’ attitude: Treating guests and crew with kindness and enthusiasm; exceeding expectations by anticipating guest’s needs; and resolving guest’s problems, never saying “no” without offering alternatives.
- **Relationship Building**: is working to build or maintain relationships, networks or contacts.
- **Communicating Effectively**:is the ability to ensure your message is clearly understood, regardless of the audience.
- **Personal Effectiveness**:is identifying the best use of your time and other resources a

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