executive administrative assistant in victoria

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job details

victoria, british columbia
job category
Administrative Support
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job description

Randstad is now looking for an Executive Admin Assistant for a Non-Profit located just outside of downtown Victoria. This is a fantastic position for someone who feels like they are making an impact with an organization that is making a difference.

Office Administration

• General administration duties such as managing the reception, distribution of information to staff, preparation of outgoing material to the community and stakeholders and scheduling meetings.
• Anticipates information needs and compiles reports; organizes appropriate materials for meetings, conferences, appointments or interviews (e.g., agenda, supporting materials).
• Types, formats and proofreads a variety of documents and materials such as memos, presentation materials, graphs, tables, reports, briefing documents, spreadsheets, or hand-written notes using desktop tools such as Word, Excel, PowerPoint and Outlook.
• Composes or prepares routine and non-routine correspondence, based on information or notes provided, for the approval and signature of the Executive Director.
• Updates informational brochures, public education material or other promotional materials (e.g., material located at the office, community bulletin boards, community events).
• Processes employee or timekeeping records by ensuring completion of required documentation for employees, checking employee timesheets for accuracy and resolving inquires on payroll calculations and entitlements.
• Coordinates and/or oversees the management of all records and documentation for the office such as scanning and filing and sets up and maintains the records management system in SharePoint and CAMS.
• Ensures the full scope of administrative services are provided to program staff and provides guidance and problem solving on administrative issues (e.g., updating website content, primary contact for printers, managing and maintaining office supplies, managing travel vouchers such as bus tickets, etc.).
• Tracks and follows up on issues or projects, ensuring they are addressed and resolved in an accurate and timely manner.

Financial Administration

• Processes accounts payable and receivable, documents and enters approved invoices into QuickBooks and prepares cheques for payment for the approval and signature of Executive Director and Board Member
• Provides financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures; checks accuracy and completeness of financial documentation for current contracts and programs areas.
• Participates in budget development by reviewing previous years’ expenditures, anticipating future program and/or project needs and the impact on the administrative budget.
• Receives and records revenue and prepares deposits, prepares cheque requisitions
• Enter programs data into various workbooks and systems; coordinate submissions to funders.
• Coordinates financial activities (budget, contract administration, accounts payable, purchasing, annual financial and funder audits) for the office ensuring compliance with financial administration and purchasing and sets up and maintains office financial tracking systems and file.
• Develops financial management reports and spreadsheets to track and monitor budgets, commitments and expenditures; ensures accuracy and completeness of information and identifies and resolves variances.

Knowledge, Skills and Abilities

• Certificate or degree in administration and or equivalent experience
• Proficient with QuickBooks Accounting Software
• High Level of computer literacy including MS Office suite (Excel, PowerPoint, Adobe, Outlook), and be comfortable learning new programs as required.
• Proficient with SharePoint an asset
• Desire to provide the highest level of customer services and administrative support
• Excellent verbal and written communication skills
• Strong organizational skills (including electronic file management), time management and attention to detail
• Attentive, responsive, proactive, and action oriented
• Ability to multi-task, balance priorities, work under pressure and meet deadlines
• Ability to thrive in and contribute to an integrated and collaborative team environment

What they offer :

• Hours of work are Monday to Friday 8:30 am to 4:00 pm, 35-hour work week.
• Compensation to commensurate with experience. Offer a comprehensive benefits package that includes medical, dental, MSP premiums, vacation and RRSP.
• A criminal record check is required.

If this sounds like you, then we would love to hear from you - please apply here today and one of our Staffing Consultants will be in touch. Alternatively, please email your resume to raj.sra@randstad.ca All applications are welcome, but only those who meet the requirements will be contacted.

Randstad oversees various temporary and permanent roles such as: Reception, Administrative Assistants, Executive Assistants, Customer Service/Client Support, Inside Sales, Data Entry, Human Resources, Marketing, Accounting, Warehouse, General Labour, Operations, and Skilled Trade roles. If you happen to have experience in any of these roles please feel free to reach out to us to discuss future possibilities!

Any questions? Please feel free to call the Randstad Victoria office at 250.383.1389 and one of the team will be happy to help.

We look forward to hearing from you!


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Randstad Canada
Randstad Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.

Randstad Canada is also committed to developing an inclusive, barrier-free selection processes and work environments.If contacted in relation to a job opportunity, you should advise your Randstad Representative or your local Randstad branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner.Information received relating to accommodation measures will be addressed confidentially.

For all feedback on equity and accommodation needs, please contact your local Randstad Canada Branch.