Administrative Assistant

Duties and Responsibilities

The Administrative Assistant supports the General Manager, CEO, and Assistant General Manager through:

· Data, Account, and Company Asset Management

The Administrative Assistant manages all processes and procedures related to corporate data, accounts, and assets. This includes, but is not limited to:

· Mobile Phone Management – Maintain an official spreadsheet of all Biomed mobile phones, including assigned numbers, cellular plans, and related hardware.

· Credit Card Management – Maintain a secure registry of company credit cards assigned to employees, including card details and delegation records.

· Company Key Management – Work closely with management to:

o Ensure keys for Biomed facilities, vehicles, and equipment are properly labeled, stored, and organized

o Maintain a sufficient stock of spare keys

o Keep key racks organized throughout Biomed facilities

o Track keys issued to employees and ensure return upon termination

o Maintain supplies of key rings, labels, and related accessories

· Website Updates – Ensure Biomed website information remains current.

· Password Management – Maintain a secure registry of usernames and passwords for Biomed accounts to support succession planning.

· Photo Management – Collaborate with the General Manager to maintain corporate photo directories.

· Annual Report (MOE) – Assist in drafting the annual report for the Ministry of Environment in collaboration with management and the Safety Officer.

· Corporate Insurance Policies – Act as liaison with insurance providers to ensure timely updates to policies, including:

o General liability insurance

o Auto policy for Biomed fleet

o Building insurance for Biomed facilities

o Assist in creating and uploading video records of facilities and equipment at least twice annually for disaster recovery purposes.

· Digital and Physical File Management

Collaborate with the General Manager and other departments to ensure proper filing of digital and hardcopy documents. This includes developing and maintaining (Z:) Drive folder and file management policies and procedures.

· Document Management – Prepare, edit, and format documents including reports, policies, procedures, presentations, and memos to ensure accuracy and professionalism.

· Process Management

Work closely with the General Manager, Process Management/Safety Officer, Human Resources Officer, and other departments to ensure Biomed processes are efficient and properly documented.

· Project Support

Assist with various ongoing projects, providing administrative support and assistance as required.

· Request for Proposals

Collaborate with management in developing requests for proposals, including:

o Aligning corporate policies with proposal requirements

o Organizing essential documentation

o Conducting research related to proposal requests

Qualifications

To excel in this position, the Administrative Assistant must demonstrate:

· Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

· Strong organizational and problem-solving skills

· Excellent written and verbal communication

· Attention to detail and accuracy

· Ability to work independently and collaboratively

· Knowledge of office procedures and basic office equipment (phones, printers, computers, fax machines)

Reporting Lines

The Administrative Assistant reports to the General Manager.

Compensation

Wage: Starting wage of $21/hr. After a 3-month probationary period, a performance review will be conducted. Upon successful completion, wage increases by $1/hr. Annual performance reviews occur on the anniversary of the start date, with wages assessed at least once per year.

Work Hours/Schedule

Normal work hours are Monday through Friday, 8:00 AM to 4:30 PM, resulting in a full-time 40-hour workweek. The Administrative Assistant is expected to work on-site at 105 Industrial Drive during these hours.

Professional Development

Upon hire, the Administrative Assistant may be required to complete WHMIS and TDG training. Costs of training, including time spent completing courses, will be reimbursed.

After the probationary period, opportunities for professional development may be provided, including:

• Saskatchewan Polytechnic administration courses
• QuickBooks training/certification
• Microsoft Office Suite training
• Professional conferences
• Other relevant higher education

Employment Policies

The Administrative Assistant must adhere to all policies outlined in the Employee Handbook and bookkeeping procedures. Upon hire, the Administrative Assistant must read, understand, and sign:

• General Safety Policy
• Job Confidentiality Agreement
• Standard Non-Compete & Non-Solicitation Agreement

A criminal record check may be required upon hire.

Job Types: Full-time, Permanent

Pay: From $21.00 per hour

Expected hours: 40 per week

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Vision care

Work Location: In person