VLT Office Administrator

Job Details

Description

Western Canada Lottery Corporation (WCLC) VLT Division is looking for a skilled and proactive Office Administrator with a sharp eye for detail and exceptional organizational and communication abilities. The ideal candidate thrives in an independent work environment, anticipates challenges, and offers effective solutions. This role requires someone who can maintain a high level of discretion, confidentiality, and professionalism while managing tasks with minimal supervision.

Sound like you? We should meet.

In this role you’ll coordinate multiple calendars, plan meetings, make conference and domestic travel arrangements, and aid in the operational support structure for our Saskatoon-based Office.

Key Traits:

Adaptability: You need to be able to pivot between tasks and adjust to evolving needs and circumstances.

Attention to Detail: You’ll have to have an exceptional focus on the little things, particularly in record keeping and communications.

Technical Ability: You should be proficient with various business tools including Microsoft Office Suite including SharePoint and virtual meeting platforms.

Confidentiality: You need a demonstrated ability to handle sensitive information and situations appropriately. Maintaining confidentiality around high-level interactions between our senior leadership team and our regulators, stakeholders, and vendors is a critical element to success in this role.

The Role

This role is based full-time out of our Saskatoon office, with regular hours being between Monday to Friday, 8:30am and 4:30pm

On any given day, you would…

• Greet visitors and ensure they sign in properly and connected with the appropriate escort.
• Manage scheduling for our Vice President, Director, and Managers including agendas, mail, phone calls, and coordinating company logistics.
• Assist the leadership team in annual policy renewals and accountability.
• Coordinate complex scheduling and calendar management for leadership teams’ meetings.
• Prepare and provide meeting materials ensuring all relevant documentation is available and assist in managing the flow of information to our leadership team.
• Handle office travel arrangements including booking accommodation and coordinating transportation.
• Assist the leadership team in creating reports and presentations for the WCLC executive and other stakeholders.
• Attend all necessary meetings to record and prepare concise minutes for record keeping.
• Assist the leadership team in preparing and proof-reading information and reporting prepared for stakeholders.
• When required, plan and organize division meetings including booking facilities, catering and coordinating cleanup.
• Assist the leadership team in the management and secure storage of contractual details.
• Other duties as assigned by leadership team.

Qualifications and skills

To thrive in this role, you’ll need…

• A minimum of 3-5 years of experience in a senior support role.
• Proficiency with the Microsoft Office Suite.
• Strong organizational skills with ability to manage multiple priorities, coordinate meetings, and maintain accurate records and documentation.
• Strong attention to detail to ensure the accuracy and completeness of meeting materials, along with experience in maintaining records and ensuring compliance with legal and regulatory standards
• Strong interpersonal skills and the ability to build and maintain positive relationships with senior leadership, Board members, and external stakeholders. Productive collaboration is essential in this role.
• Strong problem-solving skills that help you identify issues, evaluate options, and implement effective solutions in a dynamic organizational environment.
• The ability to adapt to changing priorities, deadlines, and organizational needs.
• A commitment to continually improving quality and efficiency in everything you do; you should be able to identify and implement lessons learned and develop and evolve best practices.
• Familiarity with Accounts Payable processes, general ledger transactions, and basic accounting procedures, with the ability to maintain accurate financial records and support administrative accounting functions.
• Experience with budgets
• Exposure to corporate policy and procedures maintenance, development and archiving would be considered an asset.
• Familiarity with the gaming industry and or the principals of Corporate Governance would be considered an asset.