Administrative Assistant
6 months ago
**Job Summary**
The Administrative Assistant supports the management team in ensuring the day-to-day operations of the organization. This role requires a high level of professionalism, a dedication to protecting confidentiality, and the ability to work in a fast-paced environment.
**Primary Duties and Responsibilities**:
- Maintains and monitors website including posting updates; liaises with website provider for permanent updates to website such as fillable forms or general website design changes with approval from management.
- Provides general technical support to staff; assists with contracted IT support; responsible for internal systems maintenance, including the agency’s computers and their related peripherals, makes recommendations for system improvements and/or upgrades as appropriate; troubleshoots system issues with approval from management team.
- Supports payroll processing, posting approved timesheets to payroll software program (IBEX).
- Performs duties related to accounts payable and accounts receivable.
- Supports vendors and/or contractor quotes and liaises with vendors and/or contractors for work to be completed.
- Orders and receives office and janitorial supplies in accordance with budget; administer online orders with vendors through online portal; reconcile statements and forward to CEO for payment.
- Monitors and administers vendors for office equipment, building repairs and maintenance required in consultation with management team.
- Creates and updates manuals, policies, procedures, checklists, templates, letters, etc.
- Prepares and distributes agendas; records minutes of meetings as required; and posts to One Drive.
- Supports the management team with fund development strategies, creating plans, sourcing funding, grant writing; provides marketing materials and digital marketing; supports and prepares event planning including sourcing and purchasing supplies, contact vendors, prizes, etc.; set up and take down events; and attends event committee meetings to take minutes as required.
- Completes management and Board of Directors with forms and society related forms; submits payment and appropriate filings; maintains spreadsheets; maintains files and binders as per Society’s Act and/or BC Registries.
- Prepares AGM packages, sign-in list and supporting documents.
- Updates and maintains organizational charts.
- Acts as Recording Secretary to the OHS Joint Health and Safety Committee as required.
- Assists with the coordination of training and corporate events including communication of programs/events, facility/room booking and set-up, and coordination with vendors.
- Performs other duties as assigned.
**Required Qualifications**:
- Diploma or Certificate in Office or Business Administration.
- Two (2) years’ demonstrated administrative experience with a high standard of professionalism.
- Experience with people with disabilities, and demonstrated suitability to promote dignity, independence, and community inclusion of the people served by the society.
- At the discretion of the Employer, an equivalent combination of education and or a minimum of 5 years demonstrated experience.
**Knowledge**
- Extensive knowledge of Microsoft Office programs (i.e. Word, Excel, Publisher, Outlook).
- Extensive knowledge of office systems and procedures.
- Extensive knowledge of social media platforms, such as Facebook, Instagram, Twitter, etc.
- Working knowledge of accounting software is essential (QuickBooks).
- Working knowledge of bookkeeping duties, such as payables, bank reconciliation and payroll systems.
- Knowledge of working with Board of Governance is an asset.
**Ability to**:
- Receive and follow work direction with limited supervision to complete assigned tasks with a high degree of accuracy, efficiency and confidentiality while dealing with multiple issues.
- Advanced ability to use MS Office Suite, Word, Excel, Access, Power Point and Outlook.
- Excellent written and oral communication skills.
- An accurate typing speed of 45+wpm
- Prepare, maintain, process, and control a variety of paper and electronic records and files.
- Communicate effectively, both verbally and in writing, with all levels of staff, unions, consultants, and benefit plan carriers.
- Maintain accurate records; record and prepare routine correspondence.
- Establish and maintain effective working relationships.
- Deal effectively and diplomatically with the public, co-workers, and outside agencies.
- **The above statement is a general description of the principal functions of this job and is not a detailed description of all job duties.**_
**Conditions of Employment**
1. Criminal Record Search to work with vulnerable persons upon job offer and every five (5) years.
2. Physician’s Note or Completed Medical Form.
3. Negative TB Test.
4. Valid Class 5 BC Driver’s License (Class 4 license an asset).
**Job Types**: Full-time, Permanent
Pay: $22.00-$25.00 per hour
Expected hours: 37.5 per week
**B
-
Administrative Assistant
6 months ago
Parksville, Canada EVERLEARN SENIORS INC. Full time**Business Name**: EVERLEARN SENIORS INC. **Title**:Administrative Assistant **Positions**:1 **Terms of Employment**:Permanent, full-time (32 hr/week) **Wage**: $25.95 per hour **Language of work**:English **Work Location**: Parksville, BC EVERLEARN SENIORS INC is a dynamic and innovative company dedicated to technology as a tool for connection,...
-
Administrative Assistant
6 days ago
Parksville, Canada Aqua Fun Pools & Spas Full timeAquafun Pools & Spas has a rare opportunity for a customer-focused **Service Administrative Assistant** to join our enthusiastic, dedicated team of spa service professionals! If you have a passion for the spa industry and are driven to provide over-the-top service to customers, we’d love to hear from you. - **To attract the best of the best to join our...
-
Service Administrative Assistant
3 months ago
Parksville, Canada Aqua Fun Pools & Spas Full timeAquafun Pools & Spas has a rare opportunity for a customer-focused **Service Administrative Assistant** to join our enthusiastic, dedicated team of spa service professionals! If you have a passion for the spa industry and are driven to provide over-the-top service to customers, we’d love to hear from you. - **To attract the best of the best to join our...
-
Seasonal Administrative Assistant
6 months ago
Parksville, Canada HUB International Full timeWe Care. We Protect. We’ve Got You Covered. Canadian Hail Agencies Inc., a member of the HUB family, is a crop hail insurance company serving producers in Alberta, Saskatchewan, and Manitoba since 1995. As a Seasonal Administrative Assistant, you are responsible for accurate data entry; answering phones; handling of all aspects of the mail system, which...
-
Executive Assistant
2 weeks ago
Parksville, British Columbia, Canada Island Health Full timeJob SummaryWe are seeking a highly skilled and organized Executive Assistant to join our team at Island Health. This is a challenging and rewarding role that requires excellent administrative skills, strong communication abilities, and the ability to work in a fast-paced environment.
-
Payroll, Accounts Payable
6 months ago
Parksville, Canada Rotor Maxx Support Ltd Full timeWe are looking for a permanent full-time (40 hours per week) Payroll, Accounts Payable & Administration Assistant to join our team. Under the direction of the Controller, you will be responsible for aspects of payroll, accounts payable, reconciliations and administration as required. 3+ years of experience working in an office environment, and strong...
-
Administrative Assistant
6 months ago
Parksville, Canada Kravings Diner Inc. Full timeEducation: College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years - Experience: 1 year to less than 2 years **Tasks**: - Plan and control budget and expenditures - Schedule and confirm appointments - Answer telephone and relay telephone calls and messages - Answer electronic enquiries - Oversee the preparation of...
-
Administrative Assistant
3 months ago
Parksville, Canada Kravings Diner Inc. Full timeEducation: - Expérience: **Education**: - College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years **Tasks**: - Plan and control budget and expenditures - Schedule and confirm appointments - Answer telephone and relay telephone calls and messages - Answer electronic enquiries - Oversee the preparation of reports -...
-
administrative assistant
6 months ago
Parksville, Canada Kravings Diner Inc. Full timeEducation: College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 yearsExperience: 1 year to less than 2 yearsTasksPlan and control budget and expendituresSchedule and confirm appointmentsAnswer telephone and relay telephone calls and messagesAnswer electronic enquiriesOversee the preparation of reportsRespond to employee...
-
Administrative Assistant
6 months ago
Parksville, Canada PERCY JOHN FLOORING LTD. Full timeEducation: Secondary (high) school graduation certificate - Experience: 1 year to less than 2 years - or equivalent experience **Tasks**: - Record and prepare minutes of meetings, seminars and conferences - Determine and establish office procedures and routines - Schedule and confirm appointments - Answer telephone and relay telephone calls and messages -...
-
Healthcare Administration Assistant
3 weeks ago
Parksville, British Columbia, Canada Island Health Full timeAbout Island HealthIsland Health is a leading healthcare organization dedicated to providing exceptional patient care.Job SummaryWe are seeking an experienced Administrative Clerk to join our team. The successful candidate will be responsible for providing administrative support to our healthcare professionals, ensuring seamless day-to-day...
-
administrative assistant
6 months ago
Parksville, Canada PERCY JOHN FLOORING LTD. Full timeEducation: Secondary (high) school graduation certificateExperience: 1 year to less than 2 years or equivalent experienceTasksEstablish and implement policies and proceduresRecord and prepare minutes of meetings, seminars and conferencesDetermine and establish office procedures and routinesSchedule and confirm appointmentsAnswer telephone and relay telephone...
-
administrative assistant
6 months ago
Parksville, Canada PERCY JOHN FLOORING LTD. Full timeEducation: Expérience: EducationSecondary (high) school graduation certificate or equivalent experienceTasksEstablish and implement policies and proceduresRecord and prepare minutes of meetings, seminars and conferencesDetermine and establish office procedures and routinesSchedule and confirm appointmentsAnswer telephone and relay telephone calls and...
-
Real Estate Administrative Assistant
6 months ago
Parksville, Canada McPherson Walker Real Estate Group Full timeWe are a busy, award winning Real Estate Office looking for a teammate with excellent, creative social media and marketing skills, who can also provide administrative support, manage showing requests and office coverage, sometimes during evenings and vacations. You must be flexible with your schedule and have an outgoing and positive attitude. We have some...
-
Dental Administrative Assistant
6 months ago
Parksville, Canada dentalcorp Canada Full time**About us**: Conveniently located on the Old Island Highway, across from the post office and Mid-Island Co-op, Arrowsmith Dental Group has been serving the Parksville community for over 15 years. Our practice offers a wide range of dental services, including preventative hygiene, general and cosmetic dentistry, restorative services, oral surgery and much...
-
Administrative Support Specialist
4 weeks ago
Parksville, British Columbia, Canada Kravings Diner Inc. Full timeS.CN ENTERPRISES LTD. is seeking an experienced Administrative Assistant to join our team. As an Administrative Assistant, you will play a key role in supporting our operations by providing administrative support to our employees and management team.The ideal candidate will have a strong background in administration and be proficient in Microsoft Office. You...
-
Project Administrator
3 months ago
Parksville, Canada West Coast Gates Full time**West Coast Custom Gates** Vancouver Island's largest manufacturer and installer of residential and commercial automated gate systems! Our innovative team fabricates the highest quality residential estate gates and fences on the West Coast! Why work here? You will be part of a growing team that is proud of its quality workmanship, customer focused service...
-
Receptionist/administrative Assistant at Automotive
6 months ago
Parksville, Canada FAMILY FORD LTD. Full timeFamily Ford is looking to add a fun loving, enthusiastic team member to our Administration team for **Tuesday to Saturday** from **9 to 6**. Duties Include: - Answering calls, greeting and helping guests - Filing - Other administrative tasks as needed - Sales Support - Creating vehicle inventory files - Stocking vehicles into dealer management...
-
Flight Operations Administrator
6 months ago
Parksville, Canada Ascent Helicopters Ltd. Full timeAscent Helicopters is a dynamic helicopter charter company in Parksville, BC with an 18-year history of international operations. We work across a variety of industries including aerial fire suppression, mining/resource exploration and search and rescue. We specialize in the aerial powerline/utility and Air Ambulance industries. Ascent has recently been...
-
Parts & Service Administrator
5 months ago
Parksville, Canada Arbutus RV & Marine Sales Ltd. Full timeTHIS POSITION IS LOCATED AT OUR _**PARKSVILLE**_ LOCATION **Who are we?** Arbutus RV is Vancouver Island’s premier one-stop shop for everything RV. Meeting the needs of RVers since 1988, Arbutus is Vancouver Island’s largest sales, parts and service team at 7 locations throughout the island. We are looking for a detail oriented Parts & Service...