Administrative Assistant

4 days ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s Broadcast & Media Communications program is seeing a temporary, full-time (1.0 FTE) Administrative Assistant. The Administrative Assistant provides a wide range of administrative support to the Associate Dean’s office, including ensuring the smooth and efficient operations, answering telephone enquiries, maintaining calendars, composing a variety of correspondence, gathering information and documentation for analysis and reporting, processing incoming and outgoing mail, maintaining filing systems, preparing and taking minutes at a variety of meetings, and assisting Programs Heads and faculty with miscellaneous administrative duties.**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:

- Acts as first point of contact for all clients of the department, including students, potential students, potential employers, advisory committee members and members of several internal BCIT service departments
- Maintains awareness of Associate Dean’s and/or Program Head(s) goals and objectives, and flags priority items requiring attention.
- Maintains awareness of Institute and departmental goals, objectives and issues requiring resolution.
- Creates documents, spreadsheets, graphics, tables and reports. This includes, on own initiative, composing, signing and distributing correspondence related to delegated administrative matters. Sorts, and distributes incoming mail. Screens and routes correspondence, acting on matters arising from correspondence and composing replies for Associate Dean and/or Program Head’s signature.
- Coordinates schedules and attends meetings, both internal and external. Takes, transcribes and circulates meeting minutes and follows up on action items.
- Organizes special meetings and events within the department. Establishes suitable venues, orders refreshments, draft invitation lists, prepares meeting materials, arranges for parking and/or travel arrangements.
- Manages the Associate Dean’s calendar by scheduling meetings, booking appointments and supplying pertinent meeting documentation as appropriate.\
- Maintains and updates systems, procedures and information relative to the department’s financial reporting requirements, including cross-charges, purchase card expense claims and timesheets.
- Sets up and maintains filing systems (including confidential personnel files) as required
- Provides administrative support for Advisory meetings chaired by the Associate Dean or Program Head(s).
- Monitors and maintains attendance records including usage, yearly sick leave and/or vacation entitlement carryovers or payouts for all departmental personnel. Calculates sick leave and/or vacation entitlements including temporary faculty. Ensures annual Attendance Confirmation Reports are signed and filed.
- Supports performance appraisal and probationary review processes by establishing suitable timelines, drafting appropriate correspondence for the Associate Dean’s signature, distributing and collating materials, arranging meetings and taking follow-up action as needed.
- Identifies and develops administrative procedures for the effective operation of the department
- Assists with course marketing activities, e.g., creation of brochures and/or materials, etc.
- Maintains up-to-date program information and ensures its distribution to other functional areas within BCIT.
- Organize departmental marks meetings while coordinating with Dean’s office.
- Orders and maintains office supplies, ensures office equipment is serviced and maintains routine upkeep.
- Prepares and edits annual course calendar submissions from information provided by Program Head(s) and/or Part Time Studies (PTS) Coordinator
- Assists the Dean’s office for overload requirements, awards ceremonies, etc. as required.
- Assists coworkers during absences and/or during peak periods as required.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- Undertakes related duties as assigned, consistent with the job grade for this position.

**Qualifications**

**QUALIFICATIONS***:

- Completion of Grade 12, plus completion of one year of post-secondary education in Business Administration or equivalent
- Two years of general experience plus two years of current and relevant experience in a similar position.
- Willingness to learn and utilize new technology, including information systems.
- Excellent oral and written communication, interpersonal, organizational, planning, coordination and follow-up skills.
- Ability to maintain strict confidentiality and to deal with situations with tact and discretion.
- Demonstrated ability to work both independently and as a team player.
- Must have previous experience taking and transcribing minutes.
- Strong problem-solving, critical thinking and conceptual skills.
- Proven ability to establish priorities, work to deadlines and make responsible decisions while maintaining high

  • Administrative Assistant

    1 week ago

    Burnaby, Canada Lex Engineering Inc Full time

    JR. ADMINISTRATIVE ASSISTANT REPORTS TO Vice President, Lex Engineering REVIEWED ROLE The Junior Administrative Assistant will be responsible for a wide variety of administrative duties in support of the Vice President and other senior-level engineers. Responsibilities include typical administrative duties and more complex functions: management of...

  • Administrative Assistant

    7 days ago

    Burnaby, Canada Samantha Bo Yee Quan Notary Corporation Full time

    We are seeking a full-time administrative assistant to join our notary public office in the Burnaby Metrotown area. Our office is easily accessible by car or public transit. **QUALIFICATIONS AND REQUIREMENTS**: - At least 1 year of experience working as an administrative assistant in an office setting in a related field. - Experience working as an...

  • Administrative Assistant

    2 days ago

    Burnaby, Canada Onboard Immigration Services Inc. Full time

    **Senior Administrative Assistant** **Typical administrative duties : management of calendars, dealing with customers, minute-taking at confidential or general safety meetings, drafting sensitive and confidential correspondence, and scheduling meetings and appointments via Outlook and MS Teams.** **You will also be managing the weekly timesheets, preparing...

  • Administrative Assistant

    4 days ago

    Burnaby, Canada Lex Engineering Full time

    **Role**: The **Administrative Assistant** will be responsible for a wide variety of administrative duties in support of the President, Vice-President of Engineering and other senior-level engineers. Responsibilities include typical administrative duties and more complex functions: management of calendars, dealing with customers, minute-taking at...

  • Administrative Assistant

    18 hours ago

    Burnaby, Canada Special Olympics BC Full time

    Be inspired and inspire others. Build opportunities that change lives, including your own. Engage with people of all backgrounds so that others may be engaged. Be part of one of the largest and most respected sport organizations in the world. Welcome to Special Olympics BC! In this role, you will be a key member of our provincial office staff, working...

  • Administrative Assistant

    16 hours ago

    Burnaby, Canada Onboard Immigration Services Inc. Full time

    **Senior Administrative Assistant** **Typical administrative duties : management of calendars, dealing with customers, minute-taking at confidential or general safety meetings, drafting sensitive and confidential correspondence, and scheduling meetings and appointments via Outlook and MS Teams.** **Managing the weekly timesheets, preparing invoices and...

  • Administrative Assistant

    2 days ago

    Burnaby, Canada BC Care Providers Association Full time

    **Organization Background** BC Care Providers Association (BCCPA) is a non-profit association representing service providers in long term care, assisted living, and home health care in British Columbia. Through our operating arm EngAge BC, we represent the interests of B.C.’s independent living sector. **What We Offer** - Flexible work arrangements and...

  • Administrative Assistant

    2 days ago

    Burnaby, Canada Kel-Tech CNC Industries, Inc Full time

    **Overview** **Responsibilities** - Manage daily office operations, including scheduling appointments and maintaining calendars. - Answer phone calls professionally and assist clients with inquiries while providing excellent customer service. - Perform data entry and maintain organized electronic and physical filing systems. - Proofread documents to ensure...

  • Administrative Assistants

    6 days ago

    Burnaby, Canada Best Royal Recruiting & Immigration Ltd. Full time

    We are looking for a bilingual (English and Vietnamese) administrative assistant who will be interested to work with our company and perform the following (but not limited to) job duties: - Assist the RCIC in daily administrative tasks - Simple Bookkeeping (Immigration client/trust account record keeping) - May perform other general office work as...

  • Administrative Assistant

    3 days ago

    Burnaby, Canada City Projects Ltd. Full time

    City Projects Ltd. is a unique “Total” Wall & Ceiling Provider since 1986, specializing in Tenant Office Interior Improvements. By incorporating four different related trades into one company, we provide a smooth integration in the walls and ceilings division. We are currently looking for a full time Administrative/Accounting Assistant to join our team...

  • Administrative Assistant

    2 days ago

    Burnaby, Canada Fina Electrical Systems Ltd. Full time

    **Administrative Assistant** Since 2004, Fina Electrical has been a leader in commercial, industrial, and residential electrical services, known for quality, reliability, and family values. **About you**: We are looking for someone with a positive and professional attitude, strong organizational skills, and the ability to handle multiple tasks effectively....

  • Administrative Assistant

    1 week ago

    Burnaby, Canada Simon Fraser Student Society Full time

    Internal/External Job Posting Administrative Assistant (Part-Time, Permanent) The Simon Fraser Student Society (SFSS) is a not-for-profit organization that represents all Undergraduate Students at the Simon Fraser University (SFU). The SFSS provides our members with a broad range of advocacy work, services, and events. The vision of the SFSS is students...

  • Administrative Assistant

    3 days ago

    Burnaby, Canada Green Fanfare Inc Full time

    They are a Canadian employee-owned company that has a "people-first" company culture with a strong focus on collaboration. They are a group of dynamic and creative employees with a variety of technical and scientific environmental backgrounds. Driven by its people, all employees have a seat at the table. The company is led by a team of scientists, and they...

  • Administrative Assistant

    3 days ago

    Burnaby, Canada Milani Plumbing, Heating & Air Conditioning Full time

    **Milani Plumbing, 5526 Kingsway, Burnaby, BC.** Vancouver’s largest plumbing, heating and air conditioning company is seeking experienced Administrative Assistant. With more than 120 service trucks on the road, we field a large volume of calls every day from people all over the Lower Mainland that need our help with their plumbing, drainage, heating and...

  • Administrative Assistant

    2 days ago

    Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

    BCIT’s - ** School of Construction and Environment **is seeking a - **regular, full-time (1.0** **FTE** **) Administrative Assistant. **This position provides administrative/clerical support to Associate Dean(s), and the Program Heads, Chief Instructors, Managers, Directors and employees within their program areas. Is responsible for the organization,...

  • Administrative Assistant

    6 days ago

    Burnaby, Canada Carollo Engineers Inc. Full time

    Overview: Would you like to be a part of a dynamic team of professionals that is truly passionate about our work? Are you interested in working for an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong? If this sounds like you, talk to us about joining our...

  • Administrative Assistant

    5 days ago

    Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

    **BCIT’s Safety, Security and Emergency Management** department is seeking a - **temporary, full-time (** **FTE** **1.0) Administrative Assistant.**This position’s primary responsibility is assisting the Director in the efficient operation of the Safety, Security and Emergency Management Department. This includes: administrative oversight in areas of...

  • Administrative Assistant

    17 hours ago

    Burnaby, Canada SCI Shared Resources, LLC Full time

    Our associates celebrate lives. We celebrate our associates. Consider the possibilities of joining a Great Place to Work! Provides administrative support to a funeral home, cemetery, crematory or a combination of these facilities. Assists with special projects, research, and resolving problems. Schedules meetings, drafts memos, transcribes notes, creates...

  • Administrative Assistant

    3 days ago

    Burnaby, Canada SCI Shared Resources, LLC Full time

    Our associates celebrate lives. We celebrate our associates. Consider the possibilities of joining a Great Place to Work! Provides administrative support to a funeral home, cemetery, crematory or a combination of these facilities. Assists with special projects, research, and resolving problems. Schedules meetings, drafts memos, transcribes notes, creates...

  • Administrative Assistant

    2 days ago

    Burnaby, Canada Metrotown Mitsubishi Full time

    **Responsibilities**: - Direct necessary communication and refer customers to the appropriate department, notifying the employee concerned is waiting and introducing customers to the sales consultants - Organize, maintain, and manage both physical and digital company documents, including customer data, employee files, contracts, and agreements, etc. -...