Administrative Assistant - Victoria, Canada - Capital Regional District

Capital Regional District
Capital Regional District
Verified Company
Victoria, Canada

4 weeks ago

Sophia Lee

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Sophia Lee

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Description

Administrative Assistant - Arts & Culture:

Summary
This position provides administrative support for arts development programs, policies and initiatives.


Key Duties & Responsibilities

  • Prepares and sends grant notification letters to applicants.
  • Tracks and reviews reporting from past grant recipients.
  • Supports external adjudicators through the grant adjudication process.
  • Maintains digital and hard copy files.
  • Maintains and updates databases.
  • Assists with maintenance and development of statistical records.
  • Assists with development and maintenance of yearly critical path.
  • Maintains records of policy decisions.
  • Generates cheque requisitions, works with accounts payable, and tracks invoices.
  • Prepares documents for signature, including confidential information.
  • Acts as Recording Secretary for the Arts Advisory Council and other committees, assisting in preparing/ distributing agendas, preparing minutes and following up on action lists.
  • Schedules meetings, books rooms, confirms attendance, arranges required materials and obtains equipment as needed.
  • Supports the logistics of other events and gatherings when necessary.
  • Responsible for the purchasing and tracking of office supplies and other expenses.
  • Follows all policies, procedures and standards of the CRD
  • Performs other related duties as required.

Key Skills & Abilities

  • Excellent communication (verbal and written), interpersonal and customer service skills are required.
  • Proficiency and experience with Microsoft Office software (Word, Excel, Acrobat, PowerPoint, Outlook, Teams).
  • Ability to learn new, and legacy, software programs.
  • Aptitude for navigating SharePoint (storing, maintaining and retrieving files) and other network systems.
  • Ability to set up complex correspondence, reports, tables, spreadsheets.
  • Advanced Business English, punctuation, spelling and grammar skills with the ability to compose administrative correspondence and proofread reports.
  • Ability to work with limited supervision and use good judgment.
  • Ability to organize workload under constant deadlines in an everchanging environment.
  • Demonstrated interest in and a willingness to learn about issues and policies related to arts funding.
  • Ability to maintain a high degree of accuracy with a demonstrated ability to deal with confidential and/or sensitive issues and information.
  • Ability to track and oversee contract expenses.

Qualifications

  • Diploma in a related discipline
  • A minimum of 3 years' directly related experience
  • An equivalent combination of education and experience

APPLICATIONS

Education :
College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
Experience : 3 years to less than 5 years
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