Corporate Assistant

2 weeks ago

Richmond, British Columbia, Canada City of Richmond Full time
Job Summary

The City of Richmond is seeking a highly skilled Corporate Assistant to provide administrative support to the Lulu Island Energy Company (LIEC) team and Board of Directors. This role will be responsible for managing LIEC administration, records system, planning and scheduling Board meetings, taking meeting minutes, and preparing reports for the Board and City Council.

Key Responsibilities
  • Provide administrative and clerical support to the Director, District Energy, on day-to-day matters, communicating closely with the Director and informing him of emerging issues and deadlines.
  • Support the LIEC team with planning and delivery of district energy infrastructure capital projects, operations and maintenance of the district energy infrastructure, and preparing the Annual Report, award and grant funding applications.
  • Track development activity and execution of legal covenants and agreements, and support the LIEC finance team with simple accounting tasks such as reconciliation, customer billing, and collections.
  • Provide administrative and clerical support to LIEC Officers and Board, liaise with their Executive Assistants on planning and scheduling LIEC Board meetings, attend Board meetings, and take and transcribe minutes.
  • Compose correspondence, sometimes of a highly confidential and/or sensitive nature, for distribution, and prepare Board agendas, proofread and format staff reports, and collect and assemble staff reports into the agendas.
  • Coordinate the preparation of the operating and capital budgets, liaise with Finance, Design and Construction, and Operations team to facilitate reconciliations and revisions so expenses are charged to appropriate accounts.
  • Manage supplies, mail, timekeeping, credit cards, training applications, LIEC website publishing, LIEC customer communication materials, as well as filing and records management.
  • Evaluate office systems, corporate policies and procedures, initiate and implement creative solutions and improvements.
  • Respond to the public and staff by providing assistance and excellent customer service, in person, over the telephone, and by email.
  • Organize and coordinate tours and presentations of the LIEC infrastructure and initiatives, assist with and coordinate staff attendance at conferences, meetings, and workshops, including travel logistics, securing venues, and facilitating catering.
Requirements
  • Grade 12 supplemented by courses in office administration, business administration, accounting, customer service, and/or computer applications.
  • Minimum 5 years of progressive administrative/clerical/office management experience in a fast-paced environment.
  • Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Microsoft 365, REDMS, PeopleSoft, Adobe Pro, Microsoft Teams.
Knowledge, Skills and Abilities
  • Excellent knowledge of business English, spelling, grammar, and punctuation, and the ability to communicate clearly both verbally and in writing, including the ability to prepare written correspondence and reports.
  • Strong attention to detail; highly developed organizational, time management, and independent problem-solving skills are essential.
  • Demonstrated experience in keeping multiple tasks on schedule, prioritizing correspondence and tasks, applying appropriate levels of confidentiality and tact, being alert to time-sensitive material.
  • Ability to exercise sound judgment and decision-making, including determining appropriate responses and providing accurate, thorough, and satisfactory information to address inquiries and requests while maintaining a high level of sensitivity and discretion.
  • Ability to maintain effective working relationships with the public and staff, to work effectively individually and as part of a team, and work under minimal supervision.
  • Ability to work well under pressure; deal with stressful situations; have a positive attitude and ability to interact positively with stakeholders, and excel at customer service.
  • Skilled in evaluating, recommending, and implementing office systems, methods, and procedures; initiating and implementing creative office administration solutions and improvements.
  • Experience with filing and records management systems, website publishing.
  • Subject-matter expert for Microsoft Office (Word, Excel, PowerPoint, Outlook), Microsoft 365, REDMS, PeopleSoft, Adobe Pro, Microsoft Teams.
Licenses, Registrations and Certifications
  • Valid Class 5 Driver's License for the Province of British Columbia.
Working Conditions and Effort

Duties are mostly performed in an office environment, with some field work, including periodical visits to district energy plants.

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