Administrative Support Associate

2 weeks ago

Vancouver, Canada BC Maritime Employers Association Full time

Job Summary

The Labour Relations Administrative Assistant will provide exceptional administrative support to the Labour Relations team, ensuring a seamless and efficient experience for employees and guests. This role will be responsible for delivering a welcoming and professional reception experience, as well as providing administrative support as needed.

Key Responsibilities

  • Reception Duties
    • Greet visitors and direct them to the appropriate person or department
    • Monitor and manage phone line, including screening and directing calls
    • Maintain the reception area to ensure it is tidy and professional
    • Sign in visitors, provide temporary building passes if required
    • Deliver information to internal and external contacts via email, phone, and in person
  • Administrative Support
    • Manage incoming and outgoing mail and packages
    • Maintain and order office supplies as needed
    • Organize and maintain department filing systems
    • Assist with scheduling appointments for visitors and meeting room bookings
    • Various administrative tasks including drafting correspondence, scheduling meetings, photocopying documents, ordering couriers, and responding to enquiries
  • Labour Relations Support
    • Finalize and distribute discipline letters
    • Maintain documentation in software and paper files
    • Send member communications
    • Maintain manager's on-call schedule
    • Assist in preparation for bargaining including booking meeting rooms and typing minutes
    • Scheduling, copying materials, creating binders and organizing catering for meetings or training sessions
    • Receive, track, and process timesheets for pay claims
    • Book hotel and travel arrangements as needed

Requirements

  • Superior customer service skills with the ability to handle difficult and sensitive situations quickly and diplomatically
  • 2+ years of office or administrative experience, or an equivalent combination of education and experience
  • Diploma in office administration is considered an asset
  • Proficiency in Microsoft 365 products, particularly Outlook, Word, and Excel
  • Excellent multitasking skills and the ability to work in a fast-paced, high-stress environment
  • Strong organizational skills with a keen sense of prioritization
  • Effective written and verbal communication skills
  • High attention to detail and dedication to meeting deadlines
  • Flexibility, strong problem-solving skills, and a high degree of professionalism
  • Ability to work collaboratively as part of a team and build positive working relationships
  • Capacity to exercise tact and discretion when dealing with confidential and sensitive information
  • Critical thinking skills and the ability to resolve issues in a timely manner
  • Ability to work independently with minimal supervision

BC Maritime Employers Association is an equal opportunity employer. We are committed to creating a diverse and inclusive workforce and welcome applications from candidates of all backgrounds.

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