Administrative Assistant

2 weeks ago

North Vancouver, Canada Sperling Hansen Associates Inc. Full time

This position requires a proactive, organized individual capable of managing multiple tasks and communicating effectively across various levels of the organization.

**Main Roles and Responsibilities**

Communications Management:

- Answer incoming calls on SHA’s main line and route them to appropriate staff members.
- Serve as the primary point of contact for internal and external communications related to administration.

Executive Support:

- Manage and coordinate daily schedules for executives, including setting up professional appointments.
- Organize virtual meetings using platforms such as Zoom and Microsoft Teams.
- Arrange travel logistics for executives and staff as required.
- Alleviate the administrative burden on executives, by performing various errands during business hours.

Event Coordination:

- Plan, organize and attend special events such as SWANA Conferences or SIWMA Meetings, along with internal staff social events such as camping trips or Christmas party.
- Ensure all logístical aspects of events are handled, from venue booking and accommodation to attendee management.

Document and Records Management:

- Prepare and convert documents into PDFs; assemble reports and other administrative documents.
- Manage and maintain project correspondence files.

Procurement and Bidding Assistance:

- Monitor procurement platforms for new opportunities.
- Assist in the preparation and submission of proposals and tenders.

Compliance and Insurance:

- Engage with partners and insurers to obtain project or proposal-specific certificates of insurance.
- Research and advice in regards with compliance with local regulations and company policies.

Human Resources Support:

- Assist in onboarding new staff, including preparing employment agreements and orientation materials.
- Organize and maintain personnel records and documentation.

Health and Safety Committee Involvement:

- Attend and chair Health and Safety Committee meetings.
- Record and distribute meeting minutes and follow up on action items.

Office and IT Liaison:

- Oversee office supplies inventory, procurement, and delivery.
- Coordinate with property management services for any required maintenance or emergency repairs
- Liaise with the IT department to resolve technological issues and support office infrastructure.

Fleet Management:

- Maintain logs for vehicle maintenance and insurance coverage.
- Schedule service appointments
- Deliver or retrieve vehicles from service or airport.
- Occasionally drive staff or executives to meetings or appointments if required

**Compensation**
- Salary: Annual compensation ranges from $50,000 to $56,000, based on experience and qualifications.
- Vacation: Two weeks of paid vacation annually.
- Overtime: Eligible for overtime compensation as outlined under the Employment Standards Act and Regulation.
- Extended benefits: Based on company policy.
- Disbursements: include travel, accommodation and all out of pocket expenses when on business assignments

**Job Types**: Full-time, Permanent

Pay: $50,000.00-$56,000.00 per year

**Benefits**:

- Company events
- Dental care
- Extended health care
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Bonus pay
- Overtime pay

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Location**:

- North Vancouver, BC V7J 1J3 (preferred)

Work Location: In person

Expected start date: 2024-05-20

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