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Office Administrator

3 weeks ago

Vancouver, Canada VineHR Ltd. Full time

Office Administrator

VineHR is excited to be working with the Big Brothers of Greater Vancouver (BBGV) in their search for their next Office Administrator.

Big Brothers of Greater Vancouver’s (BBGV) mission is to enhance children’s social and emotional development by delivering and advocating for the highest quality, prevention-based mentoring programs.

Reporting to the Director, Finance & Systems, the Office Administrator will play a key administrative role within the organization. This role is responsible for various IT, equipment, and supply needs of head office and multiple satellite offices, as well as supports three Board of Directors. The Office Administrator works collaboratively across departments to ensure that staff members have the tools they need to effectively fulfill their roles.

WE KNOW YOU ARE EXPECTING NOTHING LESS THAN
- A work environment where you can get behind a great purpose
- Rewarding work where you will be challenged and can grow
- An organization that offers a health benefits program and competitive base salaries and an RRSP matching program
- A place that values hard work, commitment and FUN

A SNEAK PEEK AT THE GREAT THINGS YOU’LL BE DOING

Administrative Support
- Receptionist duties including coordinating all incoming and outgoing mail/courier packages, greeting stakeholders and directing donation drop offs
- Manage and order office and kitchen supplies
- Plan and coordinate internal and external meetings, including invitations, agendas, materials, meeting rooms, technical requirements, catering etc.
- Coordinate annual insurance renewal and maintain filing of insurance policies
- Maintain corporate records, liaising with our lawyers are necessary
- Recommend and implement enhancements to current procedures that will improve operational effectiveness

Building Maintenance
- Act as building management liaison
- Ensure that all emergency and regular maintenance is done in a timely manner
- Lead the Health & Safety Committee
- Oversee the maintenance of common areas of the office (kitchen, mailroom, meeting rooms etc.) and assist with trouble-shooting day-to-day building issues with the Landlord
- Manage and coordinate office space utilization
- Maintain access control over secured areas

IT Support
- Liaise with external IT consultants
- Lead and champion cybersecurity best practices
- Coordinate the IT Committee

Board Support
- Liaise with the Board of Directors as directed by the Executive Director
- Take minutes during meetings, including typing, proofreading and distributing a wide variety of complex and confidential reports, letters, memos, and presentations; manage action items and follow-ups.

Staff Support
- Terminated employees: support the termination of existing staff by removing office and server accesses and ensuring all equipment is returned.
- Maintain and update the Office Manual (BBOOM) as necessary

SKILLS REQUIRED
- Strong Microsoft Office skills
- Strong Computer or IT support knowledge
- Strong attention to detail and accuracy
- Excellent verbal and written communication skills
- High degree of initiative and excellent time management skills
- Self-motivated, results oriented and ability to work will with mínimal supervision
- Team player with a positive attitude

EDUCATION, TRAINING, EXPERIENCE
- Diploma or certificate for Administrative Assistant or Office Administration is an asset
- Previous Office Administration or Board Secretary Experience is an asset
- Experience working in diverse environment is an asset

**About VineHR**

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

**Salary**: $50,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Extended health care
- Paid time off
- RRSP match
- Work from home

Schedule:

- 8 hour shift

Work Location: Hybrid remote in Vancouver, BC