Job Description
This is a fascinating role with a young, dynamic not-for-profit that is supported by industry, academia, and government. Using scientific expertise and an innovative methodology, our client helps companies connect with consumers, tech providers and other stakeholders to solve R&D challenges, grow revenues, create jobs and develop emerging technologies. This not-for-profit has a well-structured on-the-job training, which aims to develop the next generation of talent to be more effective contributors to the workforce.
The position reports directly to the Chief Operating Officer and it is an all-encompassing role, as you’ll become the go-to person for the team, including responsibility for the smooth functioning of the organization’s operations, administration and some financial functions (accounts payable and receivable), as well as supporting the Board of Directors and key stakeholders.
This organization operates in a hybrid model, with staff working part of the week remotely and part of the week from either their office in Surrey or downtown Vancouver (near the Skytrain, West Coast Express, and bus transit). The office space is available to staff 5 days a week if they choose.
Key Responsibilities
Providing support to the COO and team on administrative and operational matters including:
- Participating in the implementation of projects, work methods and procedures
- Drafting and implementation of policies and procedures, with guidance from the COO
- Supporting the team in various aspects of human resource management: Tracking employee leaves and ensuring bi-monthly payroll is accurate & onboarding new staff, including documentation, orientation, benefits enrollment, payroll setup, etc
- Supervising the EA to the CEO on all governance matters, as well as providing direct support to the board and board committees, ensuring meeting minutes are completed and approved, annual general meetings are held, and filings are completed annually
- Supporting the development of organizational budgets
- Verifying and completing of reimbursement claims for grants
- Accounting and bookkeeping duties (AP & AR) in conjunction with the COO and third-party bookkeeping firm
- Formatting, editing, and preparing documents and presentations
- Assisting the COO with meeting management, particularly required actions, and follow-up, with occasional action-oriented minutes
- Maintaining information systems, manuals, and administrative files
- Overseeing event planning, such as retreats, celebrations, and holiday parties
- Overseeing the day-to-day office administration such as inventory maintenance, arranging for servicing of office equipment
Qualifications
- 5 years of current, relevant experience in a senior administrative role
- A positive, enthusiastic attitude with exceptional people skills and a passion for continuous improvement
- Strong organizational and multi-tasking skills
- Excellent communication skills, both verbal and written; responds to internal and external inquiries in a timely manner
- Experience with editing and formatting documents, with careful attention to detail
- Proficiency in MS Office including Outlook calendar maintenance, Word, PowerPoint, and Excel
- Ability to handle sensitive and/or confidential information with maturity, tact, and discretion
- A strong client service orientation, with the flexibility to manage multiple projects and priorities
- Goal oriented self-starter who can work independently and reliably with minimal supervision and has an appetite for continuous learning
- Comfortable working in a fast-paced, dynamic environment
