Electronic Meeting Facilitator and Administrative

4 days ago


Remote, Canada FirstService Residential, British Columbia Full time

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America’s foremost property management firm. We’re all about our associates, and as we continue to grow, we’re looking for even more quality people who share our dedication to doing what’s right, improving residents’ quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.

The Electronic Meeting Facilitator / Administrative Assistant will manage and provide support throughout virtual meetings to ensure they run efficiently. They will work directly with clients and managers to ensure the successful execution of the virtual event. During evenings where there are no meetings scheduled, they will work on various administrative tasks as assigned.

**Working Hours are Monday to Friday, 2:30pm to 10:30pm.** However, you may be asked to start earlier or work later, depending on operational needs.

**Electronic Meeting Facilitator Duties**:
Pre-Meeting:

- Setting up the virtual meeting

At the meeting:

- Assisting with the verifying sign in and cross-referencing attendees
- Attending the meeting
- Answering Q&A in regards to the platform
- Assigning proxy voting rights to owners
- Assisting owners with minor IT issues

Post-Meeting
- Closing meeting and recording the necessary information

**Administrative Assistant Duties**:

- Prepares a wide variety of documents based on information received from multiple sources, this includes hard-copy submissions, electronic submissions and audio submissions requiring transcription.
- Ensures all documents are accurate, completed timely and formatted according to Company standards. This includes thorough proofreading and may include making editorial suggestions to the author.
- Creates and distributes standard documents using information derived from primary sources. These include bylaws, minutes, building notices, violation letters, and other documents concerning individual strata corporations.
- Ensures records are current, complete and accessible by updating and maintaining a variety of databases, internal directories and drives. These include client focused information such as parking, locker and council member lists as well as internal filing, scanning and retention systems.

**Additional Duties & Responsibilities**
- Practice and adhere to FirstService Residential Global Service Standards
- Other tasks and duties as assigned

**Knowledge, Skills & Proficiencies**
- Well organized and resourceful
- Demonstrating a high level of customer service
- Having the ability to multi-task and thrive in a fast-paced environment
- Strong written and oral presentation
- Familiarity with online systems (preferably Zoom)
- Excellent internet connection and home office environment suitable for hosting professional meetings
- Highly reliable
- Comfortable addressing an online group

**Education & Experience**
- Knowledge of outstanding customer service principles
- Exceptional attention to detail and accuracy
- Ability to work well under pressure
- Proficient in Microsoft Office
- Experience organizing meetings, combined with good presentation skills
- General IT skills

**Disclaimer**
- The above information on this description has been designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of associates assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time._

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

**Salary**: $46,000.00-$48,500.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision care
- Wellness program

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Evening shift
- Monday to Friday

**Experience**:

- Administrative experience: 1 year (preferred)
- Customer Service: 1 year (required)

Work Location: Remote



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