Temporary Administrative Assistant

Job Description

JOB OPENING

We Have an Amazing Opportunity for an Administrative Assistant to Provide Meaningful Assistance to Many of BC’s Veterinarians

Position Overview

We are the member service organization for BC veterinarians, providing member assistance, organizing continuing education, publishing a quarterly magazine, and developing programs to promote and support our veterinarians. We are seeking an experienced Administrative Assistant who is detail oriented, can manage multiple assignments and ongoing changes, and has a passion for making a difference. This is a temporary six-month fulltime position to cover a leave of absence. The Administrative Assistant organizes administrative procedures while supporting the Executive director and the Programs Coordinator. The position works closely with all staff, keeping people informed, maintaining good organization, and ensuring excellent member experiences. Duties are divided between five administrative areas : office administration and basic bookkeeping, member services, communications, program and project support, and issues management.

Pay rate starts at $22 per hour, 37.5 hours weekly; work performed in our downtown Maple Ridge office, conveniently located on the bus route.

Qualifications & Experience

• A minimum of two years of experience (or equivalent) in office administration
• An understanding of basic bookkeeping (ability to use QuickBooks an asset)
• Excellent time management skills, a high aptitude for prioritizing multiple tasks to successful completion, and assessing procedures and office systems
• Excellent communication and interpersonal skills, maintaining friendly professionalism in all interactions with clients, staff, colleagues, and leadership
• High aptitude and ability with computer programs : MS Office Suite (Word, Excel, PowerPoint, etc.) and Google programing (Google Drive, Forms, Sheets, etc.)
• High aptitude for learning other computer programs : Eventbrite, Canva, Constant Contact, Slack, Moneris
• Ability to troubleshoot registration system issues, seek technical support, and provide clear procedures to resolve these issues.
• A love of spreadsheets, information organization, and communication systems
• Experience with managing staff schedules, facilitating timesheets, and ensuring smooth delivery of member service
• Ability to perform job tasks independently and successfully, as well as work as part of a team
• Proven ability to meet deadlines and be pro-active in ensuring successful delivery on tasks and duties
• The ability to work at events outside of regular working hours, which includes four Sundays in the spring, a weekend in November, and one evening per month.

Job description of the five administrative areas :

1. Office Administration and Basic Bookkeeping :

Answer, document, and organize office phone calls and emails

Manage timely communications for in-house and external daily schedules

Schedule and maintain the corporate calendar

Provide daily to-do and to-pay lists, calendar reminders and an extensive priority list for the executive director including admin support on management projects

Update and distribute internal contact lists and manage facility access for staff

Order and maintain office supplies

Update procedures, as needed, in collaboration with staff

Detailed notetaking at meetings

Organize travel for Board members using our travel agent

Manage and organize filing systems, and maintain a tidy, organized office

Manage payroll, reconcile credit card statements and perform basic bookkeeping including invoicing, collections, and reporting using QuickBooks Online

Provide documentation to our external bookkeeper, accurately code documents.

Weekly, pull AR reports and follow-up with clients as needed

Attention to deadlines, accuracy, and deliverables for all bookkeeping

2. Member Services

Perform duties to grow and retain membership

Assist members with requests and with accessing SBCV services

Provide member feedback to the SBCV management and do all follow up

Manage daily proofreading and posting of classified ads including ad support

Organize student meetings and presentations

3. Communications

Monitor all aspects of media and social media platforms including web management and Facebook

Upload important documents and updates onto our website

Develop promotional materials including infographics, liaise with printer

Assist in the conduct of polls on issues

Precise attention to detail and deadlines required especially while supporting the executive director and programs coordinator

4. Program and Project Support

Provide administrative support to the program coordinator

Provide assistance for the annual Trade Show

Assist with the delivery of Resiliency programs with TEAMS, Wellness Wednesdays, and Peer Support 4 Veterinarians, as needed

Assist in continuing education programs including working as one of the SBCV's public faces at events, greeting speakers, and registering attendees

Help with record-keeping and maintain attention to detail with all events

Limited travel is required for attendance and performance of duties at events

5. Issues Management

Assist with SBCV response to special or time sensitive issues

Support the executive director with media requests including the ability to maintain privacy

Help the executive director with special projects that impact all SBCV members

Requirements :

Work Permit