Administrative Assistant - Burnaby, Canada - AgeCare

AgeCare

Verified Company

Burnaby, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

The Opportunity:

The Administrative Assistant provides executive administrative support to the Vice Presidents of Operations and Regional Directors within their teams. This support is provided both remotely and on site.

The AA performs, coordinates, and oversees office administrative duties while providing an extensive level of support to the Vice Presidents and Regional Directors l.

The incumbent possesses the following core competencies; adaptability, organization, proactive anticipation of needs, effective communication skills both orally and written, client service, broad understanding of business concepts, team player, excellent computer/technical skills, attention to detail and exhibits sound judgement.

The AA fulfills these key competencies with accuracy, efficiency, and positive attitude. The AA possesses a high degree of initiative and able to work well independently and collaboratively.

Within the scope of this position, the AA takes on a key role to continually provide an environment promoting AgeCare's Mission, Vision, and Guiding Principles.

Key Responsibilities:

Vice President:
provides support through organizing, responding and monitoring

Manages schedules and calendars, including arranging meetings, conference calls and booking appointments.
Organizes incoming information and tracks and monitors emerging priorities and events.
Monitors and schedules approvals and project deadlines.
Creates and maintains filing systems.
Reconciles and submits monthly expenses.
Schedules and coordinates meetings, both internally and externally, including the meeting logistics, hotel requirements, preparation of meeting materials, minutes, and relevant notes.
Organizes all details for executive travel and client visits, including flights and accommodations.

Communication:
ensures effective communication within team and throughout organization

Ensures effective communication within the Executive team as well as to the organization.
Develops and/or prepares correspondence, reports, charts, graphs and power point presentations
Types, formats and creates documents including minutes, meeting notes and follow up proposals.
Communication with key clients including follow up before and after meetings with agendas or follow up actions.

Qualifications
Education and Experience

Post-Secondary education in Business Administration, or relevant discipline.
Must be fluent in English, both orally and in writing.
Minimum three years plus experience as an Administrative Assistant working in a fast paced and high energy environment.
Demonstrated proficiency in MS Word, Excel and PowerPoint as well as Internet Explorer; Mac proficiency is an asset.

Skills, Knowledge and Abilities

Must posses an attitude of professionalism, maturity and sound judgment to successfully manage the challenges of this position.
Demonstrated ability to maintain confidentiality and handle issues of a sensitive nature with tact and discretion.
Excellent interpersonal skills and demonstrated ability to collaborate effectively with a broad range of individuals and groups.
Strong record of achievement; an entrepreneurial, handson approach.
High level of organizational skills; excellent attention to detail.
Ability to support the Executive team and balance multiple projects.
Ability to make wellreasoned and informed decisions.
Ability to prioritize conflicting needs; handle matters expeditiously.
Ability to follow through on projects to successful completion, often with deadline pressures and conflicting priorities.
Ability to handle confidential information with discretion and work with mínimal supervision.
Excellent communication skills, both oral and written, creativity, resourcefulness and an internal / external customer service orientation are essential in order to communicate effectively with all levels of the organization, as well as with outside clients.

Benefits: